Administrative Assistant, Executive Director/Executive Medical Director

Fraser Health is the second largest health system in Canada with over 45,000 staff, medical staff and volunteers, and is the largest of five regional health authorities in British Columbia, providing hospital and community-based health services to nearly 2 million people in Metro Vancouver and the Fraser Valley.

We invite you to apply today and find out why employees recommend Fraser Health to their friends as an exceptional place to work. We are committed to planetary health, we value diversity in the work force and seek to maintain an environment of Respect, Caring and Trust. Curious to learn what it’s like to work here? Like us on Facebook (@fraserhealthcareers), follow us on Twitter & Instagram (@FHCareer), or connect with us on LinkedIn (fraserhealthcareers) for first-hand employee insights.

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All new hires to Fraser Health must have full COVID 19 vaccination (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 individual medical exemptions must be approved by the Provincial Health Officer.

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

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

1. Provides varied administrative and secretarial support by drafting routine and non-routine correspondence and transcribing and typing correspondence, reports, presentations, and memoranda.
2. Researches, organizes, and summarizes support materials. Independently generates complex and detailed reports and presentations.
3. 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.
4. Manages shifting appointment calendars including scheduling and coordinating meetings, speaking engagements, and/or conferences. Resolves scheduling conflicts and issues.
5. 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.
6. Develops and implements new work methods and procedures. Identifies problems, develops alternate solutions, and implements changes.
7. 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.
8. 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.
9. 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.

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.

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 type 55 w.p.m.
• 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 work independently and manage multiple and rapidly changing priorities.
• Ability to deal effectively with others.
• Ability to operate related equipment.
• Physical ability to perform the duties of the position.