About Us
The Central Okanagan Division of Family Practice represents family physicians serving Kelowna, West Kelowna, Lake Country, and Peachland. Founded in 2010, we are a physician-led, non-profit cooperative that identifies healthcare priorities and collaborates with local physicians, health authorities, and community partners to improve patient care.
As one of 36 Divisions of Family Practice in BC, we are committed to supporting key healthcare challenges through strategic, locally driven solutions. Our team values collaboration, innovation, and continuous improvement, and we take pride in the meaningful work we do to support healthcare in our community.
About the Role
We are seeking a highly organized, proactive, and professional Executive Administrator to join our team.
Reporting to the Manager, People Services and Operations, the Executive Administrator provides comprehensive administrative, operational, HR, finance, and governance support, as well as direct support to the Executive Director and Board of Directors.
This is a dynamic role for someone who can manage competing priorities, anticipate needs, solve problems, and work independently while maintaining a high level of professionalism and confidentiality.
Key Responsibilities
- Provide executive and administrative support to the Manager of People Services and Operations, Executive Director, Board of Directors, including scheduling, correspondence, document preparation, and coordination.
- Manage and coordinate calendars, including scheduling, travel, meetings, competing priorities, and resolving scheduling conflicts.
- Coordinate Board, committee, internal, and external meetings, including agendas, materials, minutes, logistics, and follow-up.
- Maintain governance records, and documentation required under the BC Societies Act.
- Serve as a key point of contact for employees, Board of Directors and PCN Steering Committee.
- Support HR activities, including recruitment, interview coordination, onboarding and offboarding, employee records, and HRIS updates.
- Provide administrative finance support, including sessional tracking, invoice processing, expense reports, and related documentation.
- Support organizational systems, processes, and day-to-day operations, including cloud-based platforms, website updates, document management, office resources, and basic IT needs.
- Coordinate events, logistics, and other organizational activities as required.
- Provide guidance and support to the administrative team, supporting consistent and effective administrative practices.
- Handle confidential information with a high degree of discretion, professionalism, and sound judgment, and support special projects and priority assignments as needed.
Skills & Qualifications
- 2–3 years of experience in an administrative, executive assistant, office administration, or similar role.
- Post-secondary education in Business Administration, Office Administration, or a related field is preferred; equivalent experience will be considered.
- Excellent organizational, time-management, and prioritization skills.
- Strong written and verbal communication skills.
- Exceptional attention to detail and follow-through.
- Ability to manage multiple priorities and work independently with minimal supervision.
- Strong judgment, problem-solving skills, and professionalism.
- Ability to handle confidential and sensitive information with discretion.
- Strong interpersonal skills and ability to work effectively with leadership, employees, Board members, and external stakeholders.
- Proficiency with Microsoft 365, SharePoint, Monday.com, Doodle Poll, and similar digital platforms.
- Experience with Board/governance support, HR administration, or finance administration is an asset.
What We’re Looking For
The ideal candidate is organized, adaptable, resourceful, and solutions-oriented, with the ability to anticipate needs and keep multiple areas of the organization. You are comfortable working with senior leadership, managing sensitive information, coordinating details, and stepping in wherever administrative support is needed.
If you enjoy a varied role where no two days are exactly the same and you take pride in making an organization run smoothly, we encourage you to apply.
Why Join Us?
At the Central Okanagan Division of Family Practice, your work has purpose. While we may not provide direct patient care, the work we do supports physicians, healthcare partners, and initiatives that strengthen healthcare delivery across our community.
We foster a collaborative environment where ideas are valued, initiative is encouraged, and employees have opportunities to learn, contribute, and grow.
What We Offer
- Hybrid work environment
- 3 weeks vacation
- Personal days
- Municipal Pension Plan
- Comprehensive extended health benefits
- Opportunities for learning, growth, and professional development
Our Work Environment
This is a full-time hybrid position based in Kelowna, BC. Regular hours of work are Monday to Friday, 8:30am to 4:30pm., with occasional flexibility required to support meetings, workshops, and events outside of regular business hours.
We appreciate the interest of all applicants. However, only candidates who meet the qualifications and are legally eligible to work in Canada will be contacted.
Job Type: Full-time
Pay: $65,000.00-$75,000.00 per year
Application question(s):
- How many years of administrative or executive support experience do you have?
- Have you provided administrative support to senior leaders, a board, or a committee? If yes, please briefly describe your experience.
- Are you comfortable handling confidential information and managing multiple priorities in a busy work environment?
- Do you currently live in the Central Okanagan or surrounding area?
Work Location: Hybrid remote in Kelowna, BC V1Y 6N7
