Administrative Assistant

Administrative Assistant – Heart Centre, Medical Device Reprocessing & Medical ImagingBring your organizational skills and initiative to support multiple leaders across three dynamic departments In this role, you'll provide essential support to leaders in our Heart Centre, Medical Device Reprocessing, and Medical Imaging departments —helping keep operations running smoothly and efficiently.

As an Administrative Assistant you will:

• Be the go-to support for department leaders—manage calendars, schedule meetings, prepare agendas, take minutes, and follow up on action items.
• Create and organize reports, presentations, and databases using various software tools.
• Handle confidential information with professionalism, including medical-legal and HR-related correspondence.
• Coordinate logistics for meetings, travel, and special projects.
• Assist with financial and statistical documentation and support budget preparation.
• Keep things moving by managing mail, filing systems, and responding to inquiries by phone or email.
• Collaborate with other admin staff to ensure coverage and assist with priority projects.

We are seeking a proactive and detail-oriented individual who can anticipate needs and take initiative. You should have strong organizational and time-management skills to support multiple leaders and departments effectively. Proficiency with Microsoft Office and other business software is essential, and the ability to handle sensitive information with discretion is a must. If this sounds like you, we would love to hear from you

Education & Experience:

• High School Diploma
• Completion of a recognized secretarial program and three (3) to five (5) years recent, related experience supporting management staff, or equivalent combination of education, training and experience.

Skills and Abilities:

• Demonstrated organizational skills to effectively prioritize workload and meet deadlines.
• Ability to manage multiple complex and competing priorities.
• Ability to develop, interpret, apply and communicate administrative policies, procedures and practices.
• Effective interpersonal and organizational skills and the ability to maintain effective working relationships.
• Ability to communicate effectively both verbally and in writing.
• Ability to work with minimal supervision.
• Ability to keyboard at 50 WPM.
• Ability to handle confidential information with tact and discretion.
• Ability to problem-solve and develop solutions.
• Working knowledge of basic record keeping and bookkeeping/accounting procedures and concepts.
• Demonstrated ability to work effectively, both independently and as part of a team.
• Intermediate to advanced skills using a variety of computerized software packages such as Microsoft Office Suite (e.g., Excel, Access, PowerPoint, Outlook), related databases and Internet. Knowledge and use of MS Visio and web publishing software would be an asset.
• Ability to use related equipment.
• Physical ability to perform the duties of the position.

• A competitive salary: The salary range for this position is $ $32.50 per hour, depending on experience.
• Growth opportunities: We welcome individuals at all stages of their career, offering opportunities for professional development and growth.
• State-of-the-art facilities: The new St. Paul's Hospital and health campus will be the most innovative approach to the delivery of integrated care in B.C. and Canada, designed to appropriately address the future health needs of patients, families, and our communities. From hospital care to primary and community health solutions, the new St. Paul's Hospital and health campus will continue to lead innovations in care, research, and teaching. The new St. Paul's Hospital is expected to open in 2027.
• Inclusive culture: We respect the diversity, dignity and interdependence of all persons. We value the cultural richness that our diverse workforce brings to the care of our equally diverse population of patients and residents.
• A comprehensive health benefits package including dental, vision, and life insurance as well as pension.

Your Day to Day:

• Document & Report Preparation: Create reports, correspondence, brochures, schedules, and presentation materials using word processing, spreadsheet, and graphic software.
• Data Management: Develop and maintain spreadsheets/databases for data recording, analysis, and display; prepare charts and project plans.
• Meeting Coordination: Schedule and organize meetings/seminars; manage invitations, room bookings, equipment, catering, agendas, and minutes.
• Travel Arrangements: Book and confirm travel, accommodations, and itineraries.
• Correspondence Handling: Process confidential mail/email; respond to inquiries and ensure follow-up on emergent issues.
• HR & Recruitment Support: Track personnel transactions; assist with recruitment, interviews, onboarding, and orientation.
• Committee Support: Prepare agendas, record minutes, and take follow-up actions for meetings.
• File Management: Maintain electronic and hard-copy filing systems for easy retrieval.
• Project & Budget Assistance: Support project teams; prepare financial/statistical reports and budget documentation.
• Office Maintenance: Manage office supplies and equipment; liaise for repairs and security access.
• Financial Processing: Handle invoices, cheque requests, deposits, and banking records.
• Payroll Support: Edit and submit timekeeping records; liaise with payroll for adjustments.
• Team Collaboration: Work with other support staff and provide coverage as needed.
• Other Duties: Perform additional tasks as assigned.

We acknowledge that Providence Health Care and the new St. Paul's Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.