Administrative Assistant & Executive Director

Fraser Health; Surrey; On-site; CAD 30,000 - 60,000; Full time

Job summary

A prominent health care organization in Metro Vancouver is seeking an organized Administrative Assistant to support senior leaders within Medical Affairs and other key portfolios. This full-time role involves managing communications, preparing reports, and coordinating meetings. Ideal candidates will have 5 years of relevant experience in health care or large organizations, strong organizational skills, and proficiency in Microsoft Office applications. Join a dynamic team committed to making a positive impact on community health.

Qualifications

• Grade 12 education with 5 years of experience in a complex business or healthcare environment.
• Must demonstrate leadership in alignment with Fraser Health values.
• Ability to handle sensitive inquiries effectively.

Responsibilities

• Provide administrative support to the Executive Director.
• Manage appointment calendars and coordinate meetings.
• Prepare and summarize reports and presentations.

Skills

Typing speed of 55 w.p.m.

Proficient in Microsoft Office

Time management

Effective communication

Education

Recognized administrative or secretarial program

Job description

Salary range: CAD $29.30 – $38.45 per hour.

Job Summary

Bring your strengths to a role that helps drive momentum across Fraser Health. As an Administrative Assistant supporting senior leaders in Medical Affairs, Medical Staff Services and other key portfolios, you’ll assist in ensuring priorities move forward smoothly and efficiently. This role is ideal for someone who excels at staying organized, thinking ahead, and creating clarity while maintaining organized communication and cohesive workflows.

You’ll be a central resource and contributor in an environment where collaboration, problem‑solving, and forward planning thrive. By providing trusted and knowledgeable administrative support with accuracy and care, the Administrative Assistant helps advance organizational objectives. Together, these contributions strengthen alignment across Fraser Health and support meaningful progress throughout the organization.

This is a full‑time temporary role until May 2027, or return of incumbent.

#LI-DNI

Detailed Overview

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 workflow 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

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 the 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 workflow 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 resolution 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 alternative 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 meeting 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.

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 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 50,000+ staff, medical staff and volunteers.

We are committed to planetary health and value diversity in the workforce. 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.

Fraser Health’s heart of health care.

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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.