Executive Assistant to The Chief Scientific

3 months ago

Ottawa, Canada University of Ottawa Heart Institute Full time

**Start date**:
As soon as possible.

**Term**:
Two-year contract with possibility of renewal.

**Scheduled hours of work**:
37.5 hours/week. Flexibility required for occasionally working extended hours.

**Description**:
**Responsibilities will include**:

- Plan, schedule and coordinate daily activities for the Chief Scientific Officer (CSO)/VP Research’s agenda/calendar and travel arrangements.
- Triage phone calls and meeting requests.
- Assist in the logistics of the CSO’s office meetings and functions both on and off campus.
- Coordinate schedule for patient clinics, on call and service for the CSO.
- Organize logistics for meetings and workshops including international travel and expense reports for both education and medical conferences for staff and the CSO.
- Review resumes, facilitate interviews of applicants for various positions.
- Arrange itinerary for new recruits and delegations visiting the Heart Institute including travel, accommodation and dinners with hosts.
- Facilitate interviews and meetings with media and Communications Dept.
- Facilitate daily communication with Institute’s event planning staff for conferences.
- Manage budget, including collecting and submitting expenses.
- Liaise with all necessary internal stakeholders for smooth operation of the office, including ordering supplies, equipment and all necessary resources.
- Maintain and update various sources of information: websites, staff lists, spreadsheets and databases.
- Liaising with many departments and senior executive offices.
- Coordinating, tracking and processing a variety of written material in a senior executive office.
- Drafting correspondence.
- Drafting, reviewing and editing correspondence, briefing notes and other documents.
- Invoice validation/payment processing and account/budget reconciliation.
- Knowledge of financial and administrative best practices.
- Knowledge of file classification systems and electronic filing, in medical and administrative environment.
- Data entry.

**Other**:

- Flexible in work hours.
- Ability to handle and maintain high levels of confidentiality.
- High attention to detail.
- Knowledge of computer software (Word, PowerPoint, Excel) and administration systems.

**To apply**:
The University of Ottawa Heart Institute is committed to ensuring barrier-free selection processes and work environments. Accommodations will be provided in all parts of the hiring process relating to any specialty requirements. Please notify us of any accommodations that you require - any information you provide will be handled respectfully and in complete confidence.

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