CHÉOS & the CTN: Executive Assistant

CHÉOS & the Canadian HIV Trials Network
23 September 2022
St. Paul’s Hospital, Vancouver, BC
Closing Date
Applications will be accepted until position is filled.


Job title:Executive Assistant

Department: Centre for Health Evaluation and Outcome Sciences (CHÉOS) & CIHR Canadian HIV Trials Network (CTN) at the Providence Research (PR)

Location: St. Paul’s Hospital, Vancouver, BC  

Salary: Salary will be in accord with experience; plus competitive benefits package including four weeks of paid vacation to start, extended health and dental plans, and membership in the Municipal Pension Plan with employer contributions

Desired Start Date: As soon as possible

Full/Part-time:Full-time (37.5 hours/week)

Term: This is an ongoing, regular-status Providence Health Care position (union-excluded); however, all research positions are dependent on grant funding


Equity and diversity are essential to research and academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or a person who identifies as First Nation, Metis, Inuit, or Indigenous. CHÉOS welcomes a broad range of applicants and accommodations are available for candidates taking part in all aspects of the selection process.


We welcome applications from candidates legally entitled to work in Canada.


Who We Are

Bridging the gap between data, research, and care, CHÉOS is a collaboration between cross-disciplinary scientists and expert research staff evaluating the effectiveness of health interventions at the population level.


The CTN is a collaborative network committed to generating knowledge on the prevention, treatment, and management of HIV, hepatitis C, and other sexually transmitted and blood-borne infections (STBBIs) through the conduct of scientifically sound clinical trials, research, and other interventions.


From assessing the cost-effectiveness of a new drug or treatment option to informing policy decisions that change how care is delivered, CHÉOS and the CTN seek to improve health outcomes for all.


Our Commitments to You

At CHÉOS, we are committed to providing an inclusive, dynamic, and cooperative work environment in which all members are encouraged to pursue personal and professional growth. We offer a competitive salary, and excellent benefits, including:


  • A minimum of 4 weeks of paid vacation annually (prorated for part-time staff)
  • Paid time off between the December and January statutory holidays
  • Other paid leaves to support health, wellness, and work-life balance
  • Extended health and dental plans
  • Membership in the Municipal Pension Plan with employer-matched contributions


The Role

The Executive Assistant (EA) is responsible for administrative support related to the activities of the Director, CHÉOS/CTN National Director. In addition, this role offers the unique opportunity to participate in research administration and develop special projects, depending on the successful applicant's interest. As a fundamental role within the organization, the EA sets the Director up for success by ensuring the smooth flow of their day, anticipating their needs, and effectively supporting their work. Some of the work performed includes:

  • Managing schedules and arranging meetings/events, including related facilities and catering for the Director and other executive leadership members.
  • Coordinating signatures.
  • Maintaining the academic CV and biography for the Director.
  • Making travel arrangements and completing all related travel authorizations and expense reimbursements on behalf of the Director.
  • Requisitioning vendor payments and preparing paperwork for deposits; tracking and reconciling fund disbursements.
  • Preparing materials for meetings, such as agendas, PowerPoint presentations, and background/briefing materials; briefing the Director on meeting topics, issues, and background.
  • Leading and coordinating a variety of special projects as assigned; delivering support on special projects to other team members as approved by supervisor.
  • Researching, drafting, and editing materials such as letters, reports, applications, nominations, and other correspondence as required.
  • Potentially assisting with drafting peer-reviewed manuscript articles and conducting literature reviews.
  • Other related duties as required.


Skills and Qualifications


  • You have an undergraduate degree plus 3 years of relevant experience (or the equivalent combination of education and experience).
  • You have excellent written and oral communication skills and strong computer literacy.
  • You are able to manage demanding calendars, coordinate travel arrangements, and compile meeting materials.
  • You are exceptionally organized and are able to multi-task, prioritize, and work under pressure to meet deadlines.
  • You have keen attention to detail and you consistently perform work with accuracy.
  • You interact with people in a courteous and calm manner ensuring tact, discretion, and diplomacy.
  • You are a critical and innovative thinker who can support problem-solving, identify key information and issues, and effectively resolve matters.
  • You are adaptable to change.
  • You have experience in or an interest in equity, diversity, and inclusion practices in research and the workplace.



  • You have administrative experience in a university/research setting as an administrative assistant to executives.


Covid-19 Vaccine Mandate

This position is located within a healthcare facility. Therefore, this position requires successful verification of full vaccination against Covid-19 provided prior to the start date, as required by the provincial health mandate.


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