POSTING: Non-Contract 004N25
STATUS: Regular Part Time
CLASSIFICATION: (02020) Administrative Assistant
WORK AREA: Central City Lodge and Cooper Place - Vancouver BC
PCN #: 3005004000
FTE: 0.5
EFFECTIVE DATE: Immediately
HOURS: To be Confirmed
SALARY: $24.000 -34.000

ROLE SUMMARY
The Administrative Assistant provides expert administrative support to two of PL’s facilities. Responsibilities include coordinating the flow of information, handing administrative requests from managers, planning meetings, taking detail notes and ensuring accurate and timely delivery of administrative services.

DUTIES AND RESPONSIBILITIES

• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

• Produces and maintains a variety of documents including correspondence, memos, meeting agendas and reports utilizing various word processing and spreadsheet software packages, including creation of files, tables, and spreadsheets. As requested, investigates, gathers and compiles information on issues and drafts reports outlining alternative options and recommendations. Distributes documentation such as correspondence and reports.

• Screens incoming materials, prioritizes items for immediate attention and distributes. Responds to routine written inquiries and materials by composing and signing correspondence or drafting for signature. Processes incoming and outgoing mail.

• Participates in a variety of meetings through methods such as drafting agendas, gathering background materials including reports and handouts, attending and recording proceedings, preparing and distributing minutes and taking follow-up action such as drafting correspondence for signature, ascertaining status of item/issue and investigating designating items.

• Designs and maintains filing and distribution systems for a variety of records and files such as correspondence and reports by methods such as creating and labelling files, and filing information on SharePoint. Maintains bring-forward system.

• Makes arrangements for travel and accommodation for a variety of personnel for attendance at industry meetings and conferences by performing duties such as contacting travel agency, confirming reservations, establishing an itinerary, collating and submitting expenses.

• Supports Portfolio Directors and Managers with administrative concerns as appropriate.

• Assists in budget development and monitors expenditures. Authorizes expense reimbursements and invoices up to the pre-determined limit.

• Provides work direction to other clerical or support positions as required.

• Maintains an inventory of supplies and materials for area.

• Performs other related duties as assigned.

QUALIFICATIONS

Education, Training and Experience:

• A level of education, training, and experience equivalent to high school graduation plus additional related course work in office or business administration

• 5 to 7 years related senior administrative experience in a large complex organization, preferably in the Health Care field.

• Proven ability to work in a dynamic environment with a variety of disciplines to maintain and foster good working relationships.

Abilities:

• Excellent interpersonal skills, including tact and diplomacy, in dealing with a variety of work situations, staff, physicians,, government representatives, and the general public

• Excellent oral and written communication skills

• Strong computer skills and extensive knowledge of the following applications: Windows, MS Office: Word, Excel, Outlook, PowerPoint, SharePoint

• Strong sense of teamwork

• Aptitude to be proactive requiring minimum direction

• Ability to anticipate and resolve issues before they escalate

• Capable of decision making/problem solving within predetermined guidelines

• Organizational skills and ability to work independently

• Ability to work under pressure with short turnaround times; flexibility to ensure deadlines are accommodated

What We Offer

• Benefits: Comprehensive health, dental, and pension packages.

• A Supportive and Inclusive Workplace: Providence Living is committed to fostering an inclusive and welcoming environment for all staff members. We celebrate diversity and ensure that every team member feels valued and supported. Our culture is defined by compassion, community orientation, and a person-centered approach to care .

• Opportunities for Growth: We believe in investing in our employees' professional development.

• Innovative philosophy: At Providence Living, you'll be part of a team that embraces the innovative "Home for Us" care philosophy—fostering emotional connections, empowering resident autonomy, and creating a true sense of home in a warm, community-centered environment.

Join a Compassionate and Innovative Community at Providence Living
At Providence Living, we are more than a long-term care provider—we are a faith-based, non-profit organization dedicated to reimagining seniors' care in British Columbia. Rooted in Catholic values and inspired by the healing ministry of Jesus Christ, our mission is to create communities where residents feel at home, empowered, and connected .

This posting will remain up until successfully filled.