Executive Assistant

Maxwell Management Group; Canada; On-site; CAD 60,000 - 80,000; Full time

Job summary

A healthcare management firm in Canada is seeking an experienced Executive Assistant to provide high-level administrative support in Ottawa. The ideal candidate will have over 5 years of experience in a healthcare environment and be bilingual in English and French. Responsibilities include managing schedules, coordinating departmental activities, and overseeing recruitment processes. This role offers competitive compensation and a commitment to an inclusive work environment.

Qualifications

• Minimum of 5 years experience as an executive administrative assistant, preferably in healthcare.
• Familiarity with hospital and university administrative structures.
• Experience with financial reconciliations and payment management.

Responsibilities

• Provide high-level administrative support to department head and chair.
• Manage calendars, schedule meetings, and coordinate travel.
• Handle correspondence and maintain departmental records.
• Oversee recruitment processes and onboarding for new medical staff.

Skills

Executive-level support

Bilingualism (English and French)

Medical billing knowledge

Strong organizational skills

Education

Post-secondary diploma in office administration

Job description

Maxwell Management Group Ltd. is proud to partner with Ottawa Hospital and Region Imaging Associates in the search of an Executive Assistant to join their team.

About

Located in Ottawa, Ontario, The Ottawa Hospital and Region Imaging Associates (OHRIA) is a collaborative healthcare organization dedicated to providing exceptional imaging services and advanced medical care. Our mission is to enhance patient outcomes through cutting-edge technology, compassionate care, and seamless integration of medical imaging within the broader healthcare system. We are committed to advancing academic and clinical excellence in the fields of radiology, radiation oncology, and medical physics while providing comprehensive support for physicians, scientists, and staff. We offer an inclusive and supportive work environment where employees are encouraged to contribute their skills and expertise to drive innovation and growth.

Our services are integrated with the Ottawa Hospital, Children’s Hospital of Eastern Ontario, Montfort Hospital, and the University of Ottawa, ensuring that we provide world-class care while collaborating with academic and clinical partners. As part of our commitment to quality and innovation, we provide opportunities for professional development, a dynamic workplace, and a focus on work-life balance for our team members.

Position Overview

The Executive Assistant provides clerical support to the Head of the Department of Medical Imaging (DMI), The Ottawa Hospital (TOH) / Chair of the Department of Radiology, Radiation Oncology, and Medical Physics (DoR), Faculty of Medicine, University of Ottawa (uO). This position coordinates the administrative office of the Department Head/Chair’s office.

Responsibilities

• Provide high-level administrative support to the Head of the Department of Medical Imaging and the Chair of the Department of Radiology, Radiation Oncology, and Medical Physics.
• Manage the calendar, schedule meetings, organize appointments, and coordinate travel arrangements as needed.
• Handle general correspondence including composing, transcribing, and distributing emails, memos, reports, and presentations.
• Coordinate departmental activities and special projects, ensuring the smooth operation of the department.
• Assist with the onboarding process for new medical staff, ensuring that privileges and licensing are updated in compliance with the College of Physicians and Surgeons of Ontario (CPSO) and the Ministry of Health.
• Coordinate the recruitment, selection, and orientation processes for new physicians, as well as manage documentation related to medical staff.
• Maintain accurate records and personnel files for physicians and scientists, ensuring confidentiality.
• Schedule and coordinate Departmental Teaching Personnel Committee meetings, prepare agendas and minutes, and track progress on pending applications.
• Collaborate with external organizations and university departments such as the Dean’s office and Professional Affairs to coordinate academic appointments, renewals, and promotions.
• Oversee the preparation and management of payment requests, receivables, and financial reconciliations within the department.
• Ensure the department operates in accordance with relevant policies, procedures, and legislation while maintaining high standards of patient and staff confidentiality.

Qualifications

• Completion of a post-secondary diploma in office administration, executive-level support, or an equivalent combination of education, training, and experience.
• A minimum of 5 years experience as an executive administrative assistant, preferably within a hospital or healthcare setting.
• Familiarity with hospital and university administrative structures, policies, and procedures, particularly related to medical departments.
• Knowledge of medical and academic appointment processes, including the preparation of initial appointments, renewals, and promotions for physicians.
• Bilingualism (English and French) is considered an asset.
• Experience with medical billing, financial reconciliation, and managing payment requests.

Compensation

• A highly competitive compensation package has been designed to attract star performers.

Additional Information

If this opportunity is not a fit for your background and experience, please feel free to forward to any interested colleagues.

We invite interested candidates to submit their resume in confidence. While we appreciate the interest of all applicants, we will contact only those selected for interviews.

We are equal-opportunity employers committed to an inclusive, barrier-free recruitment and selection process. We respect, encourage, and celebrate diversity.

If you are an applicant with disabilities and require accommodations, please let us know at the time of our contact so that we may arrange for their provision.

How to Apply

• Name
• Email
• Primary Phone
• How did you hear about us?
• Attach your resume — Accepted file types: pdf, doc, docx, rtf, txt; Max. file size: 2 MB; Max. files: 2.