The Organization: 

The Burnaby Division of Family Practice is a non-profit Society governed by a Board of Directors comprised of family physicians. Our mission is to engage, support and mobilize family physicians on co-creating a network that will support the well-being of all members of the Burnaby community. The Division members are family physicians practicing in Burnaby, BC. We strive to be future-focused, with a commitment to innovative strategies and services that support our members and our community.

 

Position Overview:

The Executive Assistant will play a crucial role in ensuring the smooth functioning of the organization by providing high-level administrative support to the Executive Director and facilitating effective communication with the Board of Directors. The ideal candidate will be a skilled, detail-oriented, proactive professional, capable of managing multiple priorities in a fast-paced not-for-profit environment.

 

Key Responsibilities:

Executive Director Support:

• Develop, prepare, distribute and organize materials for reports, meetings and presentations.

• Conduct research and compile data for reports and to support decision-making processes.

• Handle incoming communication on behalf of the Executive Director and prioritize responses.

• Assist in drafting and editing correspondence and other documents on behalf of the Executive Director.

• Manage and maintain confidentiality of sensitive information.

• Maintain accurate records and files.

• Provide other administrative support to the Executive Director as required.

 

Board of Directors Support:

• Coordinate and schedule Board of Directors meetings and Board Committee meetings, including logistical arrangements and initiating online meetings.

• Prepare and distribute Board meeting and Board Committee meeting materials, including agendas, minutes, annual reports and supporting documents.

• Provide administrative support at Board meetings and Board Committee meetings, including the recording of accurate minutes and notes.

• Maintain accurate Board and Board Committee records and files, including the Board’s policy manual, governance calendar, minutes, and related documents.

• Ensure required documents and reports required under the Societies Act related to the Board of Directors are prepared and submitted in a timely manner.

 

Event Coordination:

• Assist in planning and coordinating events, fundraisers, and special projects as required.

• Work collaboratively with other staff members to ensure successful execution of events.

 

Administrative Support:

• Manage calendars of senior leaders of the Division including the Executive Director as assigned.

• Provide administrative support to operational and external committees as required by the Executive Director.

• Maintain organized electronic and physical filing systems.

• Perform general administrative tasks as required.

 

Qualifications:

• Bachelor's degree preferred, or equivalent work experience.

• Proven experience as an Executive Assistant or similar role in a not-for-profit or healthcare related organization.

• Excellent organizational and time-management skills, with a strong attention to detail.

• Proficient in monitoring progress towards goals by tracking details/data/information/activities

• Excellent written and verbal communication skills.

• Proficient in Microsoft Office suite and other relevant software.

• Ability to handle confidential information with discretion.

• Flexibility to adapt to changing priorities and deadlines.

 

Hours and Work Location:

Hours of work are 37.5 per week with flexible start and stop times to meet the Division needs. Conditional on work assignments, the position offers the potential for a hybrid work arrangement of both remote and on-site work in our Burnaby office, and at other off-site locations as required from time to time. Reasonable transportation to off-site locations is the responsibility of the employee.

 

Compensation:

The BDFP offers a competitive salary and benefits package. The salary range is $55,000 - $70,000 per year.

To apply for this position, please note “Executive Assistant” in the subject line and send your cover letter and resume to: burnaby@burnabydivision.ca. The posting will remain open until March 8, 2024.  The Burnaby Division of Family Practice thanks all applicants for their interest in this position however, only applicants selected for an interview will be contacted.