Administrative Assistant, Executive Director/Executive Medical Director - Peace Arch Hospital

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 varied administrative and secretarial support under limited direction to the Executive Director by performing duties such as drafting routine and non-routine correspondence, generating complex and detailed reports and presentations, responding to a variety of sensitive internal and external inquiries, managing shifting appointment calendars, coordinating the work flow for the assigned area, and developing and implementing new work methods and procedures.

Acts as an administrative link between the Executive Director, hospitals, communities, leadership, outside agencies and the public.

Responsibilities Provides varied administrative and secretarial support by drafting routine and non-routine correspondence and transcribing and typing correspondence, reports, presentations, and memoranda.

Researches, organizes, and summarizes support materials. Independently generates complex and detailed reports and presentations.

Responds to a variety of sensitive internal and external inquiries by serving as the primary point of contact and providing information directly or referring to appropriate area or individual.

Provides status of issue to the Executive Director or the Executive Medical Director. Manages shifting appointment calendars including scheduling and coordinating meetings, speaking engagements, and / or conferences.

Resolves scheduling conflicts and issues. Coordinates the work flow within the assigned area. Receives, reviews, prioritizes and processes confidential and sensitive information of varying complexity.

Follows-up with Directors and others in the organization to obtain information. Prepares response for resolve on issues;

advises Executive Director or Executive Medical Director of status and outcome. Develops and implements new work methods and procedures.

Identifies problems, develops alternate solutions, and implements changes. Assists in the review and monitoring of expenditures for multiple budget reports;

reviews financial status, investigates variances and provides status to the Executive Director or Executive Medical Director.

Arranges meetings as directed. Books and sets up meetings rooms, prepares meeting agenda, organizes meeting materials, records and prepares minutes of meeting.

Conducts or ensures follow-up on action items from meeting. Performs record management duties such as setting up and maintaining numeric, alphabetical, and subject filing systems and databases, indexing files and materials to be filed, and conducting file searches for requested information.

Qualifications Education and Experience Grade 12 plus graduation from a recognized administrative or secretarial program plus five years' recent related experience in a large complex business or health care environment 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 55 w.p.m. Ability to operate a computer using a variety of desktop technology and other standard office equipment.

Proficiency with all Microsoft Office applications at an advanced 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.