Executive Assistant

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

Job summary

An established industry player is seeking a skilled Executive Assistant to support the Head of the Department of Medical Imaging. This role offers a unique opportunity to work within a collaborative healthcare organization dedicated to enhancing patient outcomes. The successful candidate will provide high-level administrative support, manage schedules, and coordinate departmental activities. With a focus on professional development and work-life balance, this position is ideal for those looking to make a meaningful impact in a dynamic environment. Join a team that values innovation, diversity, and excellence in patient care.

Qualifications

• 5+ years experience as an executive administrative assistant in healthcare.
• Completion of a relevant post-secondary diploma is required.

Responsibilities

• Provide high-level administrative support to department heads.
• Manage schedules, meetings, and coordinate travel arrangements.
• Maintain accurate records and manage departmental activities.

Skills

Executive Administrative Support

Bilingual (English and French)

Medical Billing

Financial Reconciliation

Office Administration

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.

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.