Senior Administrative Assistant

Doctors of BC - Vancouver, BC (13 months ago)

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If you enjoy engaging and interacting with people, we have the right role for you!

If you want to work for a company who has an award winning culture, then Doctors of BC might be your fit.

We are seeking a Senior Administrative Assistant to join our team!

THE JOB: Senior Administrative Assistant,

This is a great opportunity for someone to support leaders and there direct reports. You will be frequently dealing directly with internal customers and business partners as well. The ideal person for this position will have excellent communication skills and the ability to handle multiple tasks simultaneously as you serve as the focal point of a dynamic, fast-paced business environment. In this role you will provide effective and efficient day-to-day operational support by performing a wide range of administrative support functions, and coordinating day-to-day functions and related projects.

In this role you will work as part of a fast-paced team. You bring your experience in administration to manage calendars, prepare/ draft correspondence and provide a high level of general administrative support to name a few.

If you are a self-starter who thrives in a challenging team environment, then this may be the perfect opportunity for you!


Primary Provide administrative support for the Manager, Community Quality and Implementation (‘Manager’) and Program Manager, Community Practice and Quality (‘Program Manager’):

Proactively manages the calendar and completes administrative activities for the Manager and Program Manager
Schedule appointments, meetings & travel and ensures the Manager and Program Manager are prepared for all meetings with appropriate materials, using organizational technology.
Identifies priorities, and brings important items with attached supporting documentation to the attention of the Manager and Program Manager, and other CPQ leadership, as required.
Composes correspondence, reports, briefing notes, PowerPoint presentations, and a variety of documents for the CPQ team.
Manages the email account of the Managers while maintaining discretion & a high level of confidentiality.
Handles or redirects enquiries from doctors, health authorities, the Ministry of Health, committee members, staff, and the public regarding matters related to the programs and services of the Community Practice and Quality team and its committees in an efficient and courteous manner, providing direction and instructions as required.
Processes invoices for payment by preparing cheque requisitions for approval and signature as well as troubleshooting any invoice issues for CPQ-PSP team members and enhanced practice supports.
Prepares and processes expense claim forms for the management team.

Provide practice support administrative and clerical services:

First point of contact and responsible for answering calls/emails and triaging all requests from physicians, Practice Support Program (PSP) Regional Support Teams (RST), Allied Health Professionals, Medical Office Assistants (MOA), and other stakeholders.
Responsible for updating PSP policies and procedures and maintaining these documents virtually. Acts as the main contact for physicians and the internal PSP team, answering questions about PSP policies, procedures and/or physician/AHP compensation activities (i.e. Small Group Learning Session manual).
Attend and assist in delivery at local and provincial conferences and events to promote PSP services, when required.
Troubleshoots and supports, as needed, CPQ sessional and certification processing for the PSP.
Maintain marketing materials and quarterly ordering process for the PSP RSTs.
Schedules meetings with committee members and guests; books rooms, A/V equipment, and catering requirements. Ensuring members and staff receive confirmation of the meeting and agenda packages and are advised of any changes or updated information regarding the meeting.
Takes minutes for various meetings, maintains accurate records, follows-up on decisions made, and ensures required action is initiated for meetings.
Unlocks and prepares the meeting room in advance of the meeting and ensuring the room is tidy after adjournment.
Prepares agenda materials (photocopying, mailing, couriering, and emailing) relating to meetings and/or projects, for distribution to meeting participants
Prepares meeting attendance list and physician honoraria/sessional claims, as appropriate.
Provides account information to members on various committees.
Composes correspondence, reports, briefing notes, PowerPoint presentations, and a variety of documents for the committees.
Maintains committee member lists and filing systems for committees.
Receives and responds to queries around committee initiatives and activities including liaising with appointed committee physician representatives as required.
May complete other duties as needed.


Minimum high school graduation supplemented by business and secretarial courses equivalent to one year of study.
3-5 years of related experience as an administrative assistant or an equivalent combination of education, training, and experience.
Excellent written and verbal communication skills with clear command of the English language.
Ability to communicate effectively and build strong professional relationships with internal and external stakeholders including physicians, medical office assistants, representatives from health authorities, and ministry groups.
Excellent interpersonal skills with the demonstrated ability to work well with others.
Excellent judgement in setting priorities, identifying issues and determining actions required when working under pressure and with important and sometimes conflicting deadlines
Works well with or without supervision.
Ability to accept and follow directions and seek feedback and guidance when unclear of expectations.
Thrives in a team environment with a strong customer service focus.
Excellent time management and organizational skills.
Strong problem solving and diplomacy skills; commitment to quality and excellence.
Demonstrated ability to prioritize tasks based on relative importance and urgency.
Demonstrated file management ability, both paper and electronic.
Demonstrated proficiency with a Windows-based operating system and Microsoft Office applications including Outlook, Word, Excel, PowerPoint.
Basic knowledge of Microsoft Visio and Adobe products would be an asset.

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.

Recognized for outstanding employee engagement and a 'high-trust' culture, it’s our people and the spirit they bring to the workplace that makes us such a Great Place to Work.

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