Executive Assistant

Step into a role where your expertise makes an impact.

If you excel at synthesizing information, managing complex schedules, and creating structure in fast‑paced settings, this position offers a unique platform to apply your skills while contributing to meaningful organizational goals.

The Executive Assistant will provide high-level support to two executive leaders – including the Vice President, Medicine. This role streamlines administrative processes, keeps information flowing, and maintains well-organized records toward effective decision-making. The Executive Assistant handles complex calendar coordination, meeting logistics, executive-level communications, and time-sensitive requests with professionalism, care, and strong attention to detail.

This is an exciting opportunity to support senior leadership and contribute to work that shapes and advances system‑wide priorities at Fraser Health. Apply today

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

Reporting to one or more Vice Presidents, the Executive Assistant provides high-level administrative and organizational support to ensure the efficient operation of executive activities. This includes managing complex calendars and preparing documents for executive and board-level meetings.

The Executive Assistant acts as a key point of contact for internal and external stakeholders, responding to inquiries and drafting correspondence on behalf of the Vice Presidents (VP). A critical aspect of this position is handling highly sensitive and confidential information with discretion.

Works within a team environment providing support and, where required, work direction to others.

1. Maintains the appointment schedule and time commitments through methods such as receiving appointment requests and meeting/conference invitations, determining urgency and nature of requests and scheduling and making necessary arrangements. Resolves time conflicts as required. Makes arrangements for travel and accommodation for attendance at industry meetings and conferences.
2. Prepares a variety of documents for meetings including, but not limited to, 1:1 meetings, Board meetings including updates, agenda preparation, with related background information; minute transcription; prepares reports for circulation; prepares, edits, and finalizes briefing notes; prepares presentations; conducts follow up from meetings; completing related research and collecting data for reports.
3. Provides guidance and direction on interpretation and application of organizational policies and procedures as well as the exchange of information to others internal and external to the organization.
4. Receives and discusses inquiries for information with a variety of internal and external contacts in order to obtain and disclose information. Responds to routine as well as highly sensitive and confidential inquiries including complaints by determining the nature of the issues and providing information through correspondence. Initiates follow-up processes with staff and others in accordance with Fraser Health policies. Facilitates information sharing with the portfolio and/or the organization by drafting documents for the review by the VP and sending on behalf of the VP and/or the portfolio.
5. Supports the VP in completing required documentation associated with Human Resources including staff and change notices, payroll queries, and travel reimbursements. Provides timekeeping functions for the VP, direct reports and others as needed. Tracks vacation allocations and schedules.
6. Supports the VP in managing items such as car allowances including parking, computer equipment and handheld devices. Arranges travel and accommodation by performing duties such as booking and confirming flights, vehicles and hotel reservations for the VP and others.
7. Performs a variety of financial office administration functions for the VP and direct reports such as processing invoices including business expenses and Purchase Card claims.
8. Liaises and coordinates with other Fraser Health Executive and Administrative Assistants to facilitate shared matters of daily business. Provides backup administrative support for Executive Assistants, including Board coverage.
9. Maintains organizational charts and a variety of lists including distribution, contact lists and fan-out lists.
10. Performs other related duties as assigned.

Education and Experience

Successful completion of grade 12 plus graduation from a recognized administrative assistant or secretarial program plus five (5) to seven (7) years recent related experience, including executive support, in a large complex organization, 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 60 w.p.m.
• Ability to communicate effectively, both verbally and in writing.
• Ability to work independently and in cooperation with others.
• Ability to plan, organize and prioritize.
• Ability to operate related equipment.
• Physical ability to perform the duties of the position.
• Ability to operate a personal computer and apply a variety of software applications.
• Knowledge of relevant governance practices.

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 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.
 
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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.