Executive Administrative Assistant

5 months ago

Surrey, Canada Fraser Health Full time

Salary range: The salary range for this position is CAD $30.87 - $44.37 / hour Why Fraser Health?:
Fraser Health is the second largest health system in Canada with over 45,000 staff, medical staff and volunteers, and is the largest of five regional health authorities in British Columbia, providing hospital and community-based health services to nearly 2 million people in Metro Vancouver and the Fraser Valley.

There is now a **Full Time** vacancy for an **Executive** **Administrative Assistant** to partner with our Vice President, Employee Experience, Professional Practice, Quality, Learning and Research at our Central City office located in **Surrey, B.C.** This portfolio oversees the employee journey from “hire to retire” and includes expertise in the areas of: Talent Acquisition, Work Design & Compensation, People Development, and Indigenous Recruitment & Retention, to name a few.

In this role, you will be responsible for supporting the day-to-day operations of the portfolio while maintaining an excellent client service experience for all that you connect with on the job. Some of the accountabilities include: keeping the portfolio organized, tracking all milestones for strategic initiatives underway, planning meetings and events, ensuring appropriate document and tracking tools are in place, and having the ability to act with discretion when handling confidential information.

The Vice President is looking to enhance a culture of service excellence, high quality work, and authenticity, while supporting the team, to ensure that ultimately, the best care is delivered to our communities. Come join the team

Effective October 26th 2021, all new hires to Fraser Health will need to have full COVID 19 vaccination (have received a full series of a World Health Organization “WHO” approved vaccine against infection by SARS-COV-2, or a combination of approved WHO vaccines). Please note this applies to all postings, and individual medical exemptions must be approved by the Provincial Health Officer.

Detailed Overview:
**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 support to one or more Vice President(s). Provides an administrative link between the Vice President(s) between Fraser Health and the public.

Provides a full range of administrative support through the preparation of documents and presentation materials. Screens and responds to inquiries and correspondence on behalf of the Vice President(s). Ascertains priorities and arranges and commits time for meetings and other events

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

**Responsibilities**:

- Provides confidential administrative support to the Vice President(s) ensuring discretion and confidentiality maintained.
- Coordinates administrative support through participation on the support team and by providing work direction as required.
- Develops and implements processes, procedures and supports required; identifies issues and develops recommendations for administrative processes.
- Drafts correspondence for signature by Vice President, or replies directly to inquiries on administrative or routine issues.
- Creates presentation material for review by Vice President.
- Assess, priorities and commits Vice President for attendance at meetings and other venues.
- Prepares meeting agendas, minutes and maintain follow-up on action and bring forward items. Attends meetings as required. Arranges meetings and venues as required.
- Maintains databases and registers, updates manuals.
- Establishes record management processes, sets up and maintains filing systems. Conducts searches and researches information for reports or requests from Vice President.
- Reviews, processes and monitors expenditures and operating budgets. Summarizes information and prepares status reports.
- Assists with support functions that include Executive Secretarial and Reception functions.
- Provides work direction and support to Executive Support Team.

Qualifications**:Education and Experience**
Successful completion of Grade 12 plus graduation from a recognized administrative assistant or secretarial program and five (5) to seven (7) years recent related experience; 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.

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