Administrative Assistant to Executive Medical Director

Interior Health; Kelowna; Hybrid; CAD 48,000 - 64,000; Full time

Job summary

A healthcare organization is seeking a permanent full-time Administrative Assistant to support the Executive Medical Director. The role involves managing schedules, coordinating travel, and providing comprehensive administrative support. Ideal candidates will have a background in business administration, excellent communication skills, and proficiency in Microsoft Office. This position offers competitive salary and benefits, emphasizing work-life balance and personal growth within a welcoming community in Canada.

Benefits

Competitive salary

Career growth opportunities

Employer paid training and education

Employer paid vacation

Extended Health & Dental coverage

Contribution to Municipal Pension Plan

Qualifications

• 1-3 years of experience as an Administrative Assistant.
• Ability to type 50 wpm and format documents professionally.
• Experience with video conferencing and teleconferencing tools.

Responsibilities

• Manage schedules for the Executive Medical Director.
• Coordinate travel arrangements and meetings.
• Compose correspondence and manage electronic filing systems.

Skills

Organizational skills

Communication skills

Microsoft Office proficiency

Ability to multitask

Education

Post-secondary certificate in Business Administration

Tools

MS Word

Excel

Outlook

Power Point

Job description

Position Summary

Interior Health is looking for a permanent full time Administrative Assistant to Executive Medical Director to support the Medical Affairs and Credential and Privilege team. The location of this position is flexible within the Interior Health region.

What we offer

• Competitive salary and an attractive remuneration package
• Career Growth
• Employer paid training/education
• Employer paid vacation (per collective agreement)
• Employer paid insurance premiums
• Extended Health & Dental coverage
• Contribution to Municipal Pension Plan
• Balanced lifestyle

Salary Range

Salary range for the position is $48,476 to $63,624. Interior Health establishes salaries within the minimum and maximum of the salary range based on consideration of the qualifications, experience of the applicant, and an internal equity review of the salaries of other employees.

Who are we looking for?

We are seeking a highly organized and detail-oriented Administrative Assistant to provide confidential and comprehensive support within the Executive Medical Director’s office. The ideal candidate will excel in managing schedules, coordinating travel and meetings, preparing correspondence and reports, maintaining records, and handling sensitive information with professionalism and discretion. Proficiency in Microsoft Office, strong communication skills, and the ability to multitask and prioritize in a fast-paced environment are essential. This role also involves supporting physician recruitment, credentialing processes, and adhering to occupational health and safety standards. The candidate should be resourceful, adaptable, and committed to excellence in administrative support. This hands-on role involves working within an innovative culture focused on transformational change in the healthcare system.

Typical Duties and Responsibilities

• Arranges meetings for and reviews schedule of the Executive Medical Director to facilitate her/his participation in meetings, either in person, via teleconference, or videoconference.
• Coordinates travel arrangements as directed, by booking and confirming flights, vehicles, and accommodation as required.
• Coordinates meetings by booking meeting rooms and relevant equipment, sending out meeting requests, preparing and circulating agendas and relevant supporting material. Records, transcribes, and distributes notes or minutes of meetings.
• Composes a variety of correspondence including letters, memoranda, reports, forms, and presentation material using software applications such as Word, Excel, Power Point, and various databases.
• Monitors and prioritizes correspondence, phone messages, emails, and in-person requests for response in a timely manner.
• Receives invoices and prepares expenses, reimbursements, and monthly corporate credit card statements by adding appropriate cost centers, obtaining approval signature, and forwarding to the appropriate payment departments.
• Performs record management duties such as setting up and maintaining electronic and manual filing systems and conducting file searches for requested information.
• Provides information/support to Physician Recruitment Service Partners as requested.
• Provides information upon request to support the credentialing and privileging processes.
• Performs other related duties as assigned.

How will you create an impact?

Joining our IH team will allow you to challenge yourself professionally while enjoying all the personal pursuits available to you within this fantastic community.

Reasons to Apply at Interior Health… What we can do for you

We offer a work environment conducive to growth and development of strong clinical skills and a work environment that supports and promotes psychological health & safety for all. We offer the opportunity to have a balanced lifestyle that allows you to maintain the quality of life you desire. Come join our team and see why we’re one of Canada’s top 100 employers! Explore our extensive benefits, career growth opportunities, and lifestyle in one of the most beautiful and diverse regions of Canada. Ready to love where you live and work? Join our team today!

“Honouring Interior Health’s commitment to Truth and Reconciliation and the Declaration on the Rights of Indigenous Peoples Act (DRIPA), and Pursuant to Section 42 of the B.C. Human Rights Code, preferential consideration and/or hiring will be given to qualified applicants who self-identify as Indigenous (First Nations, Métis, or Inuit).”

Qualfications

Education, Training and Experience:

• A post-secondary certificate from a Business Administration program is preferred.
• One to three years of experience in an Administrative Assistant role.

Skills and Abilities:

• Ability to work without supervision.
• Ability to type 50 wpm and set up letters, reports, etc. in a professional format.
• Proficiency with computer software including MS Word, Excel, Outlook, and Power Point.
• Ability to operate video conferencing, teleconferencing, and related audiovisual equipment.
• Demonstrated customer-focused approach.
• Ability to develop effective relationships with IH staff at all levels as well as with external agencies and physicians.
• Demonstrate a collaborative team approach with communication skills appropriate to handling complex relationships, diverse groups, and individuals.
• Ability to anticipate and respond to changing priorities, unforeseen challenges, and opportunities.
• Ability to influence change and handle conflict.
• Ability to organize high volume workloads and set priorities.
• Superior writing and verbal communication abilities.
• Independent and effective problem-solving and decision-making capabilities.
• Physical ability to perform the duties of the position.