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Executive Assistant, Otr
2 weeks ago
The Royal College of Dental Surgeons of Ontario (RCDSO) is a leader in health care regulation. As the governing body for more than 11,000 dentists in Ontario, our mission is to act in the public interest by putting patients first. We are committed to transparency, accessibility, openness, and fairness in all our work.
Bring your excellent administrative and collaboration skills to our team as an Executive Assistant within our Office of the Registrar (OTR) department.
The OTR department ensures that the College meets its mandate of patient protection and putting patients first in all the work that we do. They set the College’s strategic priorities, and oversee our regulatory functions and compliance, as well as operations. OTR maintains various stakeholder relationships, including working with the College’s Council, committees, and government relations.
As Executive Assistant, you will provide high-level administrative support to the Registrar/CEO and Deputy Registrar/Privacy Officer, ensuring seamless operations, strategic alignment, and trusted partnership across the Office of the Registrar.
We are looking for someone who thrives in a high-paced, high-profile department. You are exceptionally organized, possess superior administrative skills, and have a keen eye for detail. You are a self-starter with excellent judgment, requiring mínimal supervision, and demonstrate the ability to make informed decisions. You are solutions-focused, exhibit excellent customer orientation, and take pride in your work. You enjoy collaborating closely with others and are seen as a professional, dependable go-to resource by both senior executives and their direct reports.
What can I expect to do in this role?
**Reporting to the Deputy Registrar/Privacy, you will**:
Executive
- Level Support
- Act as the right hand to the Registrar/CEO and Deputy Registrar/Privacy Officer, ensuring all administrative needs are met, anticipate challenges or requirements, and streamline administrative processes
- Independently manage complex schedules and prioritize meetings and events based on strategic importance
- Assist with budget tracking and preparation tasks, including gathering and consolidating budget inputs and processing related documentation
- Provide support and coordination for executive leadership’s direct reports, helping ensure department-wide alignment and follow-through
Registrar/CEO
- Proactively maintain the Registrar/CEO’s schedule and prepare/compile relevant information or materials for meetings and speaking engagements
- Assist in travel arrangements, including booking, coordination and expense reimbursement
- Manage and track PCRA / OTR deliverables with accuracy and timeliness
- Facilitate collaboration within the College by identifying and fostering relationships and building opportunities
- Provide support in the preparation of correspondence and materials as needed, expense processing, maintaining and updating Outlook contacts, OTR files maintenance processing, sorting and distributing incoming OTR mail/faxes (received at College and uploaded electronically)
- Support records management, including SharePoint, One Drive and digital file organization
- Liaise with internal and external parties (e.g., dentists, committee members, and legal counsel)
- Provide other administrative support to the Office of the Registrar, including back up of other OTR Executive Assistant/Council Liaison, as needed
Deputy Registrar/Privacy Officer
- Proactively maintain the Deputy Registrar/Privacy Officer’s schedule and prepare/compile relevant information or materials for meetings and speaking engagements
- Assist with initiatives in relation to projects, under their direction, such as the Strategic Plan, Access to Care, and governance-related projects
- Provide support including, but not limited to, coordinating internal/external meetings and support project workflows, preparation of correspondence, briefing notes and materials as needed, expense processing, coordination of internal and external meetings, processing, sorting and distributing incoming mail/faxes, maintaining files and updating contacts in Outlook
- Travel arrangements, including booking, coordination and expense reimbursement
- Lead for records management support for the Deputy Registrar/Privacy Officer, including SharePoint, One Drive and digital file organization
- Liaise with internal and external parties (e.g., dentists, committee members, and legal counsel)
- Provide other administrative support to the Office of the Registrar, including support to Committees (Patient Relations), as needed
Policy Team
- Provide support to the Policy Team in relation to projects, and initiatives such as the Strategic Plan, Access to Care, Informed Consent, Advertising, Standards review, among others
- Collaborate with Communications and other departments for cross-functional alignment
- Provide support, schedule, attend and record standing weekly Policy Team meetings and other work
