Executive Assistant

Canadian Blood Services; Ottawa; Hybrid; CAD 62,000 - 83,000; Full time

Job summary

A health organization in Ottawa is seeking a Temporary full-time Executive Assistant to support the Vice-President. The role involves organizing meetings, managing communications, and preparing documents. Candidates should have 5+ years of experience, strong organizational skills, and proficiency in Microsoft Office. The position offers a hybrid work environment and comprehensive benefits.

Benefits

Comprehensive health benefits

Defined benefit pension plan

Employee discounts

Qualifications

• Minimum of 5 years of experience supporting executives in a professional office environment.
• Proven ability to draft and edit professional documents.
• Experience working with governance bodies considered an asset.

Responsibilities

• Coordinate divisional meetings, retreats, and executive planning sessions.
• Manage sensitive communications and provide timely follow-ups.
• Prepare briefing notes, presentations, and reports for the Vice-President.

Skills

Organizational skills

Communication skills

Interpersonal skills

Attention to detail

Time management

Education

Post-secondary diploma in a related field

Tools

Microsoft Office Suite

SAP

Job description

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Please note this role will work in a hybrid environment. The successful candidate will be working a mixture of on-site and off-site work based on the parameters for our operations to meet the needs of our donors, our staff and our communities. Currently, employees are expected to have an in-person presence for at least 40% of their work time. This requirement may vary depending upon circumstances.

Job category : Administrative

Job posting ID : 7509

Employment status : Temporary full-time

Position's anticipated start date : 2025-08-04

Position's anticipated end date : 2025-11-30

Possible schedule / FTE : 1

Number of positions available : 1

Classification : PTS / MGT / IT B

Salary / Rate of pay : $62,229- $82,145

Application deadline : 2025-07-25

• This external job posting may close earlier than the advertised deadline. We recommend applying as soon as possible.

Application requirements :

Your up-to-date resume.

Job specific cover letter.

We recommend you save a copy of the job posting for reference throughout the recruitment process.

Do you currently work for Canadian Blood Services? All employees must apply via the internal career page .

Together, we can make all the difference in the lives of others.

Be part of a dynamic, collaborative and caring organization committed to saving and improving lives. Thousands of patients depend on us every day for reliable access to safe blood, plasma, stem cells and organs and tissues.

If you are looking for a rewarding experience with a values and mission-driven team, join Canada’s Lifeline and make a meaningful difference.

We acknowledge that the work of Canadian Blood Services spans many Territories and Treaty areas across the country, and we are grateful for the Traditional Knowledge Keepers and Elders who have guided us in this important work. We recognize the land and waters that have inspired our work and offer gratitude to those Indigenous peoples on whose territory we work, live and play.

About The Role

Canadian Blood Services is looking for a Temporary full-time Executive Assistant to join our dynamic Office of VP Quality & Reg Affairs team.

The Office of VP Quality & Reg Affairs team is responsible for supporting Canadian Blood Services by providing high-level administrative and operational support to a Vice-President and their extended leadership team. Your keen eye for detail, strong judgment, and ability to manage complex schedules and communications will make you a vital member of the team.

Formula for success

Leveraging your strong organizational and administrative skills, you will coordinate divisional meetings, retreats, townhalls and executive planning sessions.

Drawing on your experience working with senior leadership, you will manage sensitive communications and provide guidance to ensure timely responses and follow-ups.

Utilizing your interpersonal skills, you will liaise with internal and external stakeholders including the Executive Management Team, Board of Directors, consultants and other partners.

Relying on your attention to detail, you will review and manage incoming communications, monitor financial reports, track deliverables, and maintain confidential records.

With your proven ability to multitask, you will support the planning and execution of annual divisional workplans and special projects.

Drawing on your communication strengths, you will prepare briefing notes, presentations, meeting agendas, reports, and correspondence to support the Vice-President and leadership team.

Desired education and skills

Post-secondary diploma in a related field and a minimum of 5 years of experience supporting executives in a professional office environment (an equivalent combination of education and experience may be considered).

Strong written and verbal communication skills, with a proven ability to draft and edit professional documents.

Excellent organizational and time management skills; able to manage multiple competing priorities.

Demonstrated ability to work independently and exercise sound judgment.

Experience working with governance bodies such as Boards or senior committees is considered an asset.

Advanced computer skills in Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook); experience with SAP is an asset.

What we offer you

Percentage in lieu of vacation and benefits

Comprehensive group health, dental, and vision benefits for you and your family.

Defined benefit pension plan.

Employee discounts, wellness program, and access to professional development resources.

What you can expect

This role will work in a hybrid environment, with expectations for onsite presence at the Ottawa office as required.

Hours of work are generally Monday to Friday, with occasional flexibility needed based on divisional or corporate activities.

Some travel or extended hours may be required for retreats or special events.

Diversity and inclusion play a vital role in ensuring health equity for patients across Canada. We are committed to reflecting Canada’s population in our organization and fostering an environment where all employees can be their authentic selves, with equal opportunities to succeed and contribute.

If this role resonates with you, we encourage you to apply by providing your up-to-date resume. This could be your first step towards a meaningful and inspiring career. Come to work each day knowing that you save lives.

We thank all applicants for their interest. However, only those considered for an interview or those invited to participate in an assessment will be contacted. Emails are sent directly from our system, to ensure you receive them please add [e-mail] and [e-mail] to your safe senders list.

Applicants who require accommodation should discuss their needs with us.

INDCBS

Seniority level

Seniority level

Mid-Senior level

Employment type

Employment type

Temporary

Job function

Job function

Health Care Provider, Research, and Science

Industries

Hospitals and Health Care, Non-profit Organizations, and Biotechnology Research

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