Administrative Assistant, Executive Director

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, leadership, outside agencies and the public. Responsibilities Provides varied administrative and secretarial support by drafting routine and non-routine correspondence and transcribing and typing correspondence, reports, presentations, and memoranda. Researches, organizes, and summarizes support materials. Independently generates complex and detailed reports and presentations. 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. Manages shifting appointment calendars including scheduling and coordinating meetings, speaking engagements, and/or conferences. Resolves scheduling conflicts and issues. Performs timekeeping functions for the department as required. 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 of status and outcome. Develops and implements new work methods and procedures. Identifies problems, develops alternate solutions, and implements changes. Assists in the review and monitoring of expenditures for multiple budget reports; reviews financial status, investigates variances and provides status to the Executive 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. 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. Qualifications Education and Experience Grade 12 plus graduation from a recognized administrative or secretarial program plus five 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 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. About Fraser Health Fraser Health is the heart of health care for over two million people in Metro Vancouver and the Fraser Valley in British Columbia, Canada, on the traditional, ancestral and unceded lands of the Coast Salish and Nlaka’pamux Nations and is home to 32 First Nations within the Fraser Salish region. People - those we care for and those who care for them - are at the heart of everything we do. Our hospital and community-based services are delivered by a team of 48,+ staff, medical staff and volunteers. We are committed to planetary health and value diversity in the work force. We strive 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. Together, we are the heart of health care. Instagram | Facebook | LinkedIn | X | Indeed | Glassdoor IMPORTANT: Recruitment scam warning Please be on alert for recruitment scams. We are aware of several scams targeting individuals by falsely claiming to represent Fraser Health. Always take precautions when sharing personal details with unverified sources. Please note that we will never ask for money or payment, nor ask you to download or install an app at any point during our recruitment process.