Administrative Assistant-FMO

Curious to learn what it’s like to work here? Connect with us

We invite you to apply today and find out why employees recommend Fraser Health to their friends as an exceptional place to work. We are committed to planetary health, we value diversity in the work force and seek to maintain an environment of Respect, Caring and Trust. Fraser Health: Together, we are the heart of health care

We are hiring for a Full Time Administrative Assistant-FMO. Apply today and join our team at the Central City Tower in Surrey, BC. This position potentially has Remote options for work.

Position Highlights:

As an Administrative Assistant, you will be a key member of our team as you handle the efficient day-to-day functions of the office of the Facilities Management team and provide support in prioritizing items and issues as they arise. You will also provide support to other key staff within the project team, as needed.

We hire great people for great jobs. We are looking for an enthusiast individual who has impressive interpersonal skills. You thrive in a dynamic environment and enjoy working with a team of dedicated professionals.

Build on your career experience as you:

• Provide administrative support that respects the confidentiality and sensitivity of the work and ensure that administrative matters are organized and dealt with in a professional manner.
• Arrange meetings as directed and resolve scheduling conflicts and issues. Book and set up meeting rooms, prepare meeting agenda, organize meeting materials, record and prepare minutes of meeting.
• Craft reports, correspondence, presentation materials, spreadsheets and memos.
• Work independently and communicate with internal and external partners within the organization
• Coordinate the flow of information to ensure accurate and timely delivery of administrative services

We are seeking a bright, pleasant person with an eye for detail. Are you able to juggle numerous tasks in a busy environment and conduct business in a professional manner? You like helping people and you display excellent communication skills.

You will take a meticulous, hands-on approach to deliver high quality and precise work. A methodical approach is critical, to complete routine day to day tasks, and manage changing calendars, priorities, and timelines. You will carry a high standard of integrity, discretion, and confidentiality.

Joining our team offers you opportunities to work in a rapidly growing organization with health professionals who are excellent in their respective fields. Fraser Health offers opportunities for career growth, advancement and competitive benefits , including but not limited, to:

• Four weeks of vacation to start
• Comprehensive 100% employer paid benefits
• Immediate enrollment in a defined municipal pension plan
• 87% maternity top-up
• 50% subsidy on Translink passes

To learn more about our Facilities Maintenance & Operations Department, read employee insights, and view current job vacancies, please visit this link to Facilities on our website: Facilities Maintenance & Operations

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

Provides confidential administrative and secretarial support to a designated Director within the Facilities Management & Operations portfolio for Fraser Health (FH); triages information of a sensitive and confidential nature and coordinates the flow of information to ensure accurate and timely delivery of administrative services; keeps the Director apprised of issues and activities and interacts primarily with other Director/Managers and their administrative support staff at FH to professionally represent the Director's interests, share information, clarify details and answer questions; works independently and communicates with internal and external stakeholders/customers within FH in a manner that promotes positive and respectful relationships.

1. Provides administrative support that respects the confidentiality and sensitivity of the work and ensures that administrative matters are organized and dealt with in a professional manner; facilitates effective triaging of correspondence by determining the appropriate action and timely follow up.
2. Coordinates and schedules meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information, supporting materials and preparation of packages/summary documents to assist in decision-making and meeting facilitation.
3. Maintains an updated and accurate appointment schedule for the assigned Director and others as required; determines the urgency and nature of requests, resolves time and scheduling conflicts and notifies all relevant parties of any changes/revisions.
4. Produces reports, correspondence, presentation materials, spreadsheets and memos using various software applications; maintains and updates various computer databases and web pages.
5. Represents the interests of applicable Director/department in administrative matters by utilizing strong communication abilities and possessing an understanding of stakeholder needs.
6. Ensures appropriate dissemination of information about organizational and/or program/service procedures, processes and the status of issues to internal and external stakeholders in an efficient manner.
7. Assists in budget development by ensuring information is current and accurately compiled; monitors expenditures and ensures invoices are authorized to predetermined amounts; analyzes and reports variances for the program/department by gathering, compiling and calculating information; follow-ups with the assigned Director as required.
8. Maintains/processes items such as timekeeping records and vacation entitlements for the department and responds to related queries,
9. Compiles and collates analytical information/data to assist in trending, comparing and benchmarking activities; provides functioning administrative tools, systems and services in a systematic and organized manner; maintains inventory of stationary and supplies for the department.

Grade 12 plus graduation from a recognized administrative assistant/secretarial post-secondary program plus three (3) years' senior administrative support experience in a large complex health care environment, or an equivalent combination of education, training and experience.

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.
• Proficiency with all Microsoft Office applications at an intermediate 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

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 48,000+ 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.

Instagram | Facebook | LinkedIn | X | Indeed | Glassdoor

IMPORTANT: Recruitment scam warning

Please be on alert for potential recruitment scams. We are aware of recent 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 at any point during our recruitment process.