: Administrative Assistant, Facility Engagement

Reports To: Kootenay Lake Hospital Medical Staff Association

Rate: $26 - $32 per hour, based on experience and qualifications.

Hours: 20 hours per month with a flexible work schedule. This hybrid position includes remote work and in-person support for quarterly FEI Working Group meetings. The role includes some evening and occasional weekend work to support meetings and annual events.

Duration: contracted until March 31, 2027 with potential to renew

Overview

We are seeking a highly organized and proactive Administrative Assistant to support the Facility Engagement Initiative (FEI) Working Group. This role provides administrative, secretarial, and logistical support to the FEI Working Group, Executive and Project Committees, helping ensure the effective delivery of local physician engagement initiatives. The successful candidate will coordinate meetings and events, maintain program records, support administrative and financial processes, and provide exceptional service to physicians, Health Authorities, consultants, and other stakeholders.

More information on the Facility Engagement Initiative and the Memorandum of Understanding.

Key Responsibilities and Duties

At the direction of the Table Leads and Facility Engagement, the Administrative Assistant will:

- Coordinate and schedule quarterly meetings of the FEI Working Group.
- Provide administrative and secretarial support to the FEI Working Group, Executive and Project Committees, including preparing meeting materials, recording minutes, and coordinating meeting logistics (e.g., room bookings and catering).
- Organize and maintain electronic and paper filing systems.
- Respond to inquiries from physicians and Health Authorities in a professional and courteous manner, providing information or redirecting inquiries as appropriate.
- Proactively develop, maintain, and improve office processes and administrative systems that support program activities.




- Assist with FEMS administrative duties and financial processes.
- Coordinate the annual hospital-wide BBQ, including arranging insurance, venue, and catering.
- Assist with preparing presentations, maintaining contact lists, and updating filing systems.
- Provide administrative and logistical support to consultants working with the FEI Working Group.
- Perform general administrative and office duties as required.

Skills & Qualifications

- Administrative experience in an office, healthcare, or not-for-profit environment is an asset.
- Proficiency with Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and virtual meeting platforms (e.g., Microsoft Teams).
- Experience coordinating meetings, events, and administrative logistics.
- Experience supporting financial administration (e.g., processing invoices or tracking expenses) is an asset.
- Familiarity with the healthcare system, physician organizations, or the Facility Engagement Initiative is considered an asset.

Core Competencies

- Excellent organizational and time management skills, with the ability to manage multiple priorities.
- Strong written and verbal communication skills, including the ability to prepare meeting materials and record accurate meeting minutes.
- Exceptional attention to detail and ability to maintain accurate records and filing systems.
- Demonstrated ability to provide professional, courteous, and responsive service to physicians, Health Authorities, and other stakeholders.
- Ability to work independently, exercise initiative, and maintain confidentiality.

Job Type: Fixed term contract Contract length: 6 months with potential opportunity to extend

Pay: $26 - $32 per hour

Flexible language requirement:

- French not required

Schedule:

- Versatile schedule inclusive of some evening meetings

Language:

- English

Work Location: Hybrid remote in Nelson, BC. Application deadline: 2026-10-02

Expected start date: 2026-11-01

Pay: $26.00-$32.00 per hour

Expected hours: 5.0 per week

Benefits

- Flexible schedule

Work Location: Hybrid remote in Nelson, BC

📌 Administrative Assistant, Kootenay Lake Hospital Medical Staff Association, Facility Engagement (Nelson)
🏢 Doctors of BC
📍 Nelson