Executive assistant

Interior Health Authority; Kelowna; On-site; CAD 63,000 - 91,000; Full time

Benefits offered by this job

Relocation allowance

Employee assistance program

Training opportunities

Paid vacation

Insurance premiums paid

Health & dental coverage

Work-life balance

Job summary

Interior Health Authority is seeking an Executive Assistant to provide confidential administrative support to the Vice President. You will coordinate calendars, prepare correspondence and reports, and arrange travel and accommodations.

You will also mentor staff and help implement best practices for administrative tools and processes. The role emphasizes high-level meeting management, confidentiality, and collaboration with IH leadership and external partners.

Qualifications

• Graduation from a recognized secretarial program.
• Five years of experience as an Executive Assistant to a senior official in a large, complex organization?
• An equivalent combination of education, training, and experience may be considered.

Responsibilities

• Provide confidential administrative support to the Vice President.
• Coordinate and organize workflow, determine priorities, and prepare correspondence and documents.
• Arrange travel, accommodations, and related logistics for the VP.
• Maintain confidential information and assist in preparing reports and presentations.
• Mentor administrative staff and establish best practices for workplace tools and automation.
• Coordinate meetings, agendas, minutes, and action items for high-level meetings.

Skills

Communication

Written communication

Organization

Independence

Typing 60 wpm

Computer literacy

Equipment operation

Physical ability

Education

Secretarial program graduate

Undergraduate business degree preferred

Job description

Position Summary

Are you looking for a new and rewarding challenge in healthcare? Interior Health is seeking an Executive Assistant. This is an excellent opportunity to work closely with senior leaders, contribute to strategic healthcare initiatives, and make a meaningful impact on the communities we serve.

The location for the role is in the Interior Health region and relocation allowance may be provided. We are looking for people who want to make a difference in the communities in which they live, work and play. Apply today to join our amazing organization who was once again named as BC Top Employer for 2026!

The salary range for this position is $63,484 (min) to $79,355 (midpoint) to $91,259 (max) per annum, based on 1.0 FTE. Interior Health typically establishes salaries within the minimum and midpoint of the salary range based on qualifications, experience of the applicant, and an internal equity review of the salaries of other employees.

Some of the benefits of joining Interior Health

• An attractive remuneration package
• Excellent career prospects
• Employee & Family Assistance Programs
• Employer paid training/education opportunities
• Employer paid vacation
• Employer paid insurance premiums
• Extended Health & Dental coverage
• Work-life balance
• Relocation Allowance may be provided

How will you create an impact

The Executive Assistant provides confidential administrative support functions to the Vice President. The Executive Assistant’s primary responsibilities include coordinating and organizing workflow; determining priorities; composing correspondence (confidential and other) for signature; designing and creating correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team; arranging travel and accommodation by booking and confirming flights, vehicles, and hotel reservations; maintaining the integrity and confidentiality of all information which flows through, and is processed for the VP as it pertains to the portfolio, operations, personnel, labour relations, finance, and public affairs; and supporting the VP in setting a positive, collaborative, and efficient tone for the portfolio.

What will you work on

• Provides general administrative support to the VP by:
• coordinating meeting schedules and calendars for the Vice President by prioritising and arranging appointments, and cancelling and/or rescheduling meetings as required, ensuring that schedules are manageable.
• proofing mailings for spelling, grammar, and clear understanding
• preparing and typing correspondence, memoranda, minutes, confidential reports, and other documents
• opening, screening, and prioritising daily mail
• acknowledging letters and composing correspondence for signature
• providing supporting information where required
• preparing spreadsheets, graphs, flow charts, and statistics as required
• responding to administrative requests and inquiries
• protecting the security of confidential information by maintaining private files and typing private correspondence
• Provides meeting management for confidential, high-level meetings that may include members of the Board of Directors, CEO, senior IH leadership and external partners.
• collects agenda items, prepares, and circulates agenda packages.
• transcribes minutes and distributes accordingly.
• follows up on action items as required.
• ensures appropriate supplies and support materials are available and equipment is in working order.
• Coordinates all administrative logistics for meetings, events, education sessions, workshops, video conferences, and teleconferences including appropriate space, equipment, and materials.
• Mentors the administrative team, who schedule meetings and appointments for portfolio Directors ensuring that schedules are manageable by assessing the urgency of meeting requests, ensuring required preparation for meetings is complete, and Directors are provided with pertinent information prior to scheduled meetings.
• Establishes best practices and provides mentorship for workplace tools and automation.
• Liaises and coordinates with other Interior Health (IH) Executive and Administrative Assistants, as necessary, to facilitate the many shared matters of daily business.
• Discusses inquiries for information with a variety of internal and external contacts in order to obtain and disclose information. Answers routine as well as highly sensitive and confidential inquiries and complaints by determining the nature of the issues and provides information directly or through correspondence. Initiates follow-up processes with staff and others as necessary. Resolves day-to-day problems as required and advises the VP as necessary.
• Supports the VP in completing required documentation associated with Human Resources including on staff and change notices, payroll removal forms, payroll queries, and travel reimbursements.
• Provides assistance on projects by collecting data requiring the evaluation and determination of available sources. Assembles, edits, and prepares reports in an appropriate format.
• Sets up and maintains manual and computerized filing systems for all correspondence and administration files.
• Arranges travel and accommodations by booking and confirming flights, vehicles, and hotel reservations.
• In alignment with IH’s Occupational Health & Safety Program, employees shall adhere to all Occupational Health and Safety policies and procedures at all times and attend all required training. Employees are responsible to report any identified hazards, unsafe conditions or incidents to the manager or supervisor immediately.
• Performs other related duties as assigned.

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 BC 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

• Graduation from a recognized secretarial program. A relevant under-graduate business degree is preferred.
• Five years of experience as an Executive Assistant to a senior official in a large, complex organization.
• Or an equivalent combination of education, training, and experience.

Skills and Abilities

• Ability to communicate effectively, both verbally and in writing.
• Ability to deal with others effectively.
• Ability to organise workload and set priorities.
• Ability to work without supervision.
• Ability to type 60 wpm and set up letters, reports, etc. in a professional format.
• Knowledge of applicable computer hardware and software programs and the ability to perform web-based searches.
• Ability to operate related equipment.
• Physical ability to perform the duties of the position.