Executive Administrative Assistant

1 month ago

Ottawa, Canada Queensway Carleton Hospital Full time

**General Posting Information**

**POSITION**:

- Executive Adminsitrative Assistant**DEPARTMENT**:

- Administration (Patient Care)**CONDITIONS**:

- Full-time**HOURS**:

- Approximately 75.0 Bi-weekly Hours**SHIFTS**:

- Days**WAGE RAGE**:

- Scale Minimum Maximum
NONU $31.37/hr $37.67/hr**RESPONSIBILITIES**:

- Provide administrative support service to the Vice-President Patient Care and limited support to the Patient Care Management Team and to the Senior Management Team.
- Responsible for performing information research, coordinating and managing special projects, preparing correspondence and documents, coordinating complex meetings, managing a heavy calendar involving multiple internal and external meetings and appointments providing support to both internal and external committees, and providing support to other administrative personnel.
- Coordinate, plan and schedule the calendar for the VP Patient Care, including management of all appointments, meetings, conferences and teleconferences.
- Manages & monitors online files and SharePoint Team sites.
- Coordinate, schedule and attend meetings as required, including recording, transcription and distribution of minutes and preparation and distribution of meeting packages and agendas for select Patient Care Management meetings.
- Schedule interviews including preparation of interview packages and reference checks as required.
- Coordinate annual review of College of Nurses registration for all nursing staff; prepare and distribute suspension letters as approved by the VP Patient Care.
- Coordinate and schedule PEP’s of Directors reporting to VP Patient Care.
- Plan and provide support for annual Nursing Week Committee.
- Liaise with internal and external clients with regards to information requests; maintain good communications with internal and external clients; develop and maintain excellent working relationships with external healthcare partners.
- Review Nursing Administration budget monthly for discrepancies related to office expenses; bring any noted discrepancies to the attention of the VP Patient Care.
- Track and report monthly Learning and Growth Expenses against initiatives.
- Biweekly payroll input and maintaining work and vacation schedule for approval by VP Patient Care.
- Provide office coverage to other members of the administrative office as required.

**REQUIREMENTS**:

- An Office Administration or Business Administration certificate/diploma from a recognized college/university program or the equivalent of a minimum of five (5) years’ experience as an Executive Admin. at a senior administrative level in a healthcare environment.
- Advanced proficiency of computer programs such as Microsoft Office Word, Excel, Outlook, PowerPoint, Microsoft Teams and Project is essential.
- Excellent interpersonal, communication (both oral and written) and organizational skills are required, as well as the ability to exercise good judgment, show initiative and be proactive. Ability to work with mínimal supervision and direction.
- Ability to work in a fast-paced environment, ability to prioritize tasks and work well under pressure.
- Excellent problem-solving skills.
- Demonstrated ability to uphold the QCH values and C.A.R.E. (Communication, Accountability, Respect, Engagement) Standards.

**Please note that according to the Ontario Health and Queensway Carleton Hospital Vaccination Policy, all applicants must be fully vaccinated unless they can provide the proof of a valid medical contraindication or exemption on the basis of protected grounds under the Ontario Human Rights Code in order to be considered for any staff or volunteer opportunities. Upon hiring, applicants must provide the proof of either government issued documentation proving they have been fully vaccinated, or present supporting documentation of a valid medical contraindication or exemption under Ontario Human Rights Code.**
- Thank you for your continued interest in the Queensway Carleton Hospital. We are committed to providing an environment which is respectful to all. If you have a disability which requires an accommodation during any stage of our recruitment process, please let us know how we can assist you._

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