Senior Administrative Assistant, Executive Office

At Doctors of BC our vision is to promote a social, economic, and political climate in which members can provide the citizens of BC with the highest standard of health care, while achieving maximum professional satisfaction and fair economic reward.

Together, we make a difference so our doctors can make theirs. Join us today!

THE JOB: Senior Administrative Assistant, Executive Office

The starting salary range falls within the minimum to mid-point of the salary range.

Starting Salary Range: $51,360 - $64,200

The Senior Administrative Assistant, Executive Office provides high-level, proactive administrative support to the Chief Medical Advisors, operating with significant autonomy in managing complex schedules, communications, and administrative workflows. This role requires sound judgment, discretion, and strong prioritization skills to effectively support executive-level leaders in a fast-paced, confidential environment. The Senior Administrative Assistant plays a key role in managing competing priorities, and supporting selected executive administrative functions, including preparation of meeting materials, drafting correspondence, and tracking action items.

This role works closely with physician leaders, internal teams, Board Directors, and external partners to ensure seamless coordination and communication. As support for the Chief Medical Advisors is a new and evolving function, the Senior Administrative Assistant is expected to actively contribute to the development, refinement, and continuous improvement of administrative processes in collaboration with the CMAs and other administrative support roles. The position also serves as a general point of contact for the Executive Office and may provide additional support to the CEO or leadership team during peak periods or in the absence of the Manager.

WHAT SUCCESS LOOKS LIKE

Building Relationships (I):

• Establishes and maintains relationships and alliances.


• Shares information and readily determines to whom to go for relevant information.


• Seeks assistance and feedback in the problem solving process.


• Partners with others to achieve expectations.

Communication for Results (I):

• Conducts discussions with and writes memoranda to all levels of colleagues and peer groups in ways that support troubleshooting and problem solving.


• Seeks and shares relevant information, opinions, and judgments.


• Explains the context of interrelated situations, asks probing questions, and solicits multiple sources of advice prior to taking action when appropriate.

Initiative (I):

• Seeks out new challenges that require low to moderate risk taking and planning decisions.


• Determines the resources, team support, and technical needs necessary to enable success and procures them.


• Keeps responding to the challenge in spite of obstacles and setbacks.

Problem Solving (I):

• Applies problem-solving methodologies and tools to diagnose and solve operational and interpersonal problems.


• Determines the potential causes of the problem and devises testing methodologies for validation.


• Shows empathy and objectivity toward individuals involved in the issue.


• Analyzes multiple alternatives, risks, and benefits for a range of potential solutions.


• Recommends resource requirements and collaborates with impacted stakeholders.

Thoroughness (I):

• Demonstrates operational agility and renegotiates priorities as necessary.


• Uses organizational systems that result in multiple critical activities to be identified and completed on time.


• Puts systems in place and uses them to monitor and detect errors and problems.


• Tests and inspects outputs and applies quality checks prior to work submission.

Doctors of BC Team Member:

Approaches work with a collaborative spirit recognizing we are better together. Embraces change, provides excellence in service and is accountable for their results and helping others achieve theirs. Does the right thing, not the easy thing. Speaks openly and honestly to tackle tough challenges and enrich relationships. Balances hard work with fun and is genuinely friendly and committed to other’s wellbeing.

WHAT YOU BRING

• High school graduation supplemented by post-secondary education such as business and secretarial courses, workshops and seminars as well as one year of related experience; OR an equivalent level or related work experience in lieu of post-secondary education may also be considered.


• Demonstrated ability to support senior leaders by anticipating needs and proactively identifying risks and priorities 


• Proven ability to handle highly sensitive and confidential information with discretion and professionalism 


• Experience designing, improving, and maintaining administrative systems, workflows, and documentation to support organizational effectiveness


• Excellent writing skills and proven ability to develop clear, concise and comprehensive written communication


• Excellent judgment in setting priorities, identifying issues and determining action required when working under pressure and deadlines


• Superior interpersonal, communication and relationship management skills


• Adept at balancing major concurrent tasks and projects


• Proven ability to respond to a wide variety of issues and deal with unclear situations and conflicting demands, and to seek leadership direction and support with priority setting when needed


• Excellent computer skills using Word, PowerPoint, Outlook and Excel


• Demonstrated ability to work independently and as a member of the team

Doctors of BC thanks all applicants; however, only those selected for an interview will be notified.

Doctors of BC recognize the pervasive and ongoing harms of colonialism faced by Indigenous peoples and that these harms include the widespread systemic racism against Indigenous peoples in BC's health system. Physicians have a significant role to play in addressing the health disparities that exist between Indigenous and non-Indigenous patients, and Doctors of BC is committed to continuing to advance reconciliation and address and eliminate racism in health care.

Doctors of BC celebrates diversity, challenges inequality and is committed to sustaining an inclusive and diverse community. We seek qualified applicants who share our commitments to equity, diversity and inclusion, and truth and reconciliation. We especially welcome applications from persistently and historically oppressed groups, including Indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, gender-diverse, and persons who identify as 2SLGBTQ+. 

We acknowledge that the land Doctors of BC operates and supports physicians from is the traditional territories of the Coast Salish peoples including the Musqueam, Squamish, and Tsleil-Waututh Nations whose historical relationship with the land continues today. For Doctors of BC, acknowledging the land is an expression of cultural humility that involves recognizing our commitment to support the provision of culturally safe care to First Nations, Inuit, and Métis people in BC.