Executive Assistant I

2 weeks ago

Ottawa, Ontario, Canada The Royal Full time $60,000 - $90,000 per year
Position Summary: The Executive Assistant plays a critical role in enabling senior leadership within both corporate services programs and/or clinical service clusters to operate efficiently and effectively by delivering expert-level administrative and organizational support. The role requires exceptional professionalism, confidentiality, advanced organizational skills, and the ability to anticipate the needs of senior leaders in a dynamic healthcare environment. This role will support the Vice President of Finance.   Duties:
  • Coordinate executive calendars, meetings, agendas, minutes, and follow-ups.
  • Manage internal/external communications with professionalism and discretion.
  • Prepare presentations, reports, briefing notes, and documentation with accuracy.
  • Process expenses in line with organizational policies.
  • Maintain organized filing systems and bring-forward tools for timely access.
  • Support onboarding: schedule interviews, prep materials, and train on systems.
  • Liaise with stakeholders and senior leaders for smooth departmental operations.
  • Assist with logistics for events, forums, and stakeholder meetings.
  • Handle confidential communications and documentation with discretion.
  • Ensure compliance with healthcare regulations and organizational policies.
  • Monitor privacy, risk, and document retention standards.
  • Support quality assurance and identify workflow/process improvements.
  • Assist with budget prep, track expenditures, and audit payroll/leave reports.
  • Compile departmental data and maintain accurate HR/legal/financial records.
  • Track project timelines, deliverables, and flag risks or delays to leadership.
  • Advanced skills in Microsoft Office, SharePoint, Adobe Acrobat, Teams, and Zoom.
  • Strong Planning, communication and problem solving under pressure.
Qualifications:
  • College Diploma or Post-secondary education in Business Administration, Office Management or related field.   
  • Minimum of 5 years of progressive administrative experience supporting senior executives, preferably in a healthcare or public sector environment.
  • Experience with governance and Board committees an asset.
  • Advanced proficiency with MS Office, electronic records systems, and virtual collaboration tools. 
  • English level A- is mandatory in oral expression, oral comprehension, reading comprehension and written expression.  Bilingualism an asset.

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