Careers

Position Overview

The Executive Assistant is responsible for delivering high-level administrative support to the Executive Director and serving as a key liaison with the Board of Directors. This role is integral to the effective operation of the organization, requiring a detail-oriented and proactive professional capable of managing multiple priorities in a dynamic, fast-paced, not-for-profit environment. The Executive Assistant will be expected to demonstrate discretion, professionalism, and strong organizational skills while ensuring clear communication and coordination across internal and external stakeholders.

Key Responsibilities

1. 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 the confidentiality of sensitive information.
• Provide full calendar management and scheduling support, including coordination of meetings, appointments, and deadlines.
• Provide other administrative support to the Executive Director as required.

2. Board of Directors Support

• Coordinate and schedule Board of Directors and Board Committee meetings, including virtual and in-person logistics such as scheduling, room bookings, virtual meeting links, and technology set-up.
• Prepare and distribute Board and Board Committee meeting materials, including agendas, minutes, annual reports, and supporting documents.
• Provide administrative support during Board and Board Committee meetings, including day-of logistical support and the recording of accurate minutes and notes.
• Support the coordination and upkeep of Board and Board Committee records, including the Board’s policy manual, governance calendar, minutes, orientation manual, and related documents, in collaboration with the Operations Manager.
• Ensure required documents and reports under the Societies Act related to the Board of Directors are prepared and submitted in a timely manner, in coordination with the Executive Director and Operations Manager.

3. Primary Care Network (PCN) & Regional Local Leadership Table (R-LLT) Support

• Coordinate and schedule PCN and R-LLT meetings, including agenda planning sessions and both virtual and in-person meeting logistics.
• Prepare meeting agendas, manage participant coordination, and distribute materials in advance of meetings.
• Provide meeting support, including virtual platform set-up, onsite logistics, and day-of coordination, and record accurate minutes and action items.
• Monitor and maintain meeting calendars to ensure timely scheduling, confirmations, and follow-up.

4. Invoice Processing

• Coordinate the processing of invoices for physicians/members, MOAs, and external vendors in accordance with internal procedures and approval workflows.
• Act as a point of contact for payment-related inquiries, liaising with internal staff and external parties to support timely resolution.
• Track and reconcile payments related to member events and surveys, following up as needed to ensure required documentation and payments are received.
• Support the administration of organizational credit cards, including tracking receipts, reconciling statements, and following up with cardholders to ensure timely and accurate documentation.
• Maintain accurate invoice, payment, and credit card tracking records, and flag discrepancies or issues to the Operations Manager or Executive Director as appropriate.

5. Administrative & Office Support

• Provide administrative support to the Executive Director, senior leadership, and committees as assigned.
• Serve as a primary point of contact for internal and external communications.
• Monitor and manage the Division’s main inbox, payment inbox, and phone line.
• Coordinate internal team meetings, including agenda preparation, virtual and onsite logistics, minute-taking, and follow-up actions.
• Provide office support, including:
  • Coordination of office supplies and shared equipment
  • Support for office set-up, maintenance coordination, and shared spaces
  • Liaising with building management or vendors as required
• Perform general administrative tasks, including document preparation and data entry.
• Carry out other administrative and office-related duties as required.

6. Event Coordination

• Assist in planning and coordinating events and special projects as required.
• Work collaboratively with other staff members to support the successful execution of events.

Qualifications

• Minimum 3 years of experience providing administrative supporting senior leadership and/or Boards of Directors.
• Demonstrated experience coordinating meetings, preparing agendas and materials, and recording accurate minutes.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• High level of discretion and professionalism when handling confidential and sensitive information.
• Strong minute-taking and meeting coordination experience
• Proficiency with Microsoft Office and virtual meeting platforms (e.g., Teams, Zoom).
• Experience supporting basic financial administration, such as invoice processing, expense tracking, or credit card reconciliation.
• Experience in non-profit, health care, or governance-focused environment is an asset.

Additional Information:
This hybrid full-time position is based at the Burnaby Division of Family Practice office (4211 Kingsway, Burnaby, BC) and requires 2–3 days onsite per week, depending on operational needs, with the remaining days worked remotely. Additional in-person time may be required for meetings or events. Standard hours are 8:30 AM – 4:30 PM, Monday to Friday (37.5 hours/week), with occasional flexibility for early mornings, evenings, or weekends.

Compensation:
The BDFP offers a competitive salary and benefits package. The salary range is $62,000 – $72,000 per year.

Salary is commensurate with experience. Please apply by submitting a resume and cover letter to lcullen@burnabydivision.ca. Applications will be reviewed on a rolling basis.

The Burnaby Division is committed to a diverse, inclusive, and equitable workplace that reflects the community we serve.