Administrative Assistant, Executive Director/Executive Medical Director

Fraser Health is responsible for the delivery of hospital and community-based health services from Burnaby to Fraser Canyon on the traditional, ancestral and unceded territories of the Coast Salish and Nlaka’pamux Nations, and is home to six Métis Chartered Communities.

Our team of 45,000 staff, medical staff and volunteers is dedicated to serving our patients, families and communities to deliver on our vision: Better health, best in health care. Learn more .

Bring your extensive administrative experience to a role that supports its team towards service excellence! We currently have an exciting Relief Full Time opportunity for an Administrative Assistant, Executive Director/ Executive Medical Director to join our Seniors and Complex Care team.

This position is available until August 19 th , 2024 or until return of incumbent and is based out of Central City Tower located in Surrey, B.C.

Your specific duties will include:

• Receives, reviews, prioritizes and processes confidential and sensitive information of varying complexity.
• Prepares meeting agendas, minutes and maintain follow-up on action and bring forward items. Attends meetings as required. Arranges meetings and venues.
• Forwards emails, correspondence or enquiries to appropriate individuals. Maintains follow-up for status of action
• Independently researches, organizes, and summarizes support materials and identifies problems, develops alternate solutions, and implements changes.
• Books and sets up meetings rooms, prepares meeting agenda, organizes meeting materials, records and prepares minutes of meeting.
• Assists in the review of expenditures for multiple budget reports and investigates variances and provides status.
• Follows-up with Directors and others in the organization to obtain information and prepares response for resolve on issues.
• Providing confidential administrative support to the Executive Director
• Performs record management duties and conducting file searches for requested information.

Education and Experience:

• Grade 12 plus graduation from a recognized administrative or secretarial program
• Five (5) years' recent related experience in a large complex business or health care environment.

Come work with us!

Fraser Health is proudly recognized as a BC Top Employer . Joining our team offers you opportunities to work in a rapidly growing organization with health professionals who are excellent in their respective fields, career growth and advancement, a competitive compensation package (including four weeks of vacation to start, comprehensive health benefits, and pension plan), and the rewarding opportunity to make a difference every single day in health care.

Effective October 26, 2021 all staff for all positions across health care in British Columbia are required to be fully vaccinated against COVID-19 (have received a full series of a World Health Organization “WHO” approved vaccine against infection by SARS-COV-2, or a combination of approved WHO vaccines). Please note this applies to all postings, and there are no exceptions.

Fraser Health values diversity in the work force and strives to maintain an environment of Respect, Caring and Trust. Fraser Health’s hiring practices aspire to ensure all individuals are treated in an inclusive, equitable, and culturally safe manner.

Connect with us!

Connect with us on our Careers social channels where you’ll learn about exciting opportunities, get career tips from our recruiters, and meet some of your future team members! You can also visit us on Indeed and Glassdoor .

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Detailed Overview

Supporting the Vision, Values, Purpose and Commitments of Fraser Health including service delivery that is centered around patients/clients/residents and families:

Provides varied administrative and secretarial support under limited direction to the Executive Director by performing duties such as drafting routine and non-routine correspondence, generating complex and detailed reports and presentations, responding to a variety of sensitive internal and external inquiries, managing shifting appointment calendars, coordinating the work flow for the assigned area, and developing and implementing new work methods and procedures.

Acts as an administrative link between the Executive Director, hospitals, communities, leadership, outside agencies and the public.

Responsibilities

• Develops and implements new work methods and procedures. Identifies problems, develops alternate solutions, and implements changes.
• Coordinates the work flow within the assigned area. Receives, reviews, prioritizes and processes confidential and sensitive information of varying complexity. Follows-up with Directors and others in the organization to obtain information. Prepares response for resolve on issues; advises Executive Director or Executive Medical Director of status and outcome.
• Performs record management duties such as setting up and maintaining numeric, alphabetical, and subject filing systems and databases, indexing files and materials to be filed, and conducting file searches for requested information.
• Provides varied administrative and secretarial support by drafting routine and non-routine correspondence and transcribing and typing correspondence, reports, presentations, and memoranda.
• Responds to a variety of sensitive internal and external inquiries by serving as the primary point of contact and providing information directly or referring to appropriate area or individual. Provides status of issue to the Executive Director or the Executive Medical Director.
• Arranges meetings as directed. Books and sets up meetings rooms, prepares meeting agenda, organizes meeting materials, records and prepares minutes of meeting. Conducts or ensures follow-up on action items from meeting.
• Manages shifting appointment calendars including scheduling and coordinating meetings, speaking engagements, and/or conferences. Resolves scheduling conflicts and issues.
• Researches, organizes, and summarizes support materials. Independently generates complex and detailed reports and presentations.
• Assists in the review and monitoring of expenditures for multiple budget reports; reviews financial status, investigates variances and provides status to the Executive Director or Executive Medical Director.

Qualifications

Education and Experience

Grade 12 plus graduation from a recognized administrative or secretarial program plus five (5) years' recent related experience in a large complex business or health care environment or an equivalent combination of education, training, and experience.

Competencies

Demonstrates the leadership practices of the Fraser Health Leadership Framework of Clear, Caring and Courageous and creates the conditions for people to succeed.

Professional/Technical Capabilities:

• Ability to operate a computer using a variety of desktop technology and other standard office equipment. Proficiency with all Microsoft Office applications at an advanced level.
• Ability to deal effectively with others.
• Physical ability to perform the duties of the position.
• Ability to operate related equipment.
• Ability to type 55 w.p.m.
• Ability to work independently and manage multiple and rapidly changing priorities.

Salary range

The salary range for this position is CAD $26.64/Hr. - $34.97/Hr. / hour