Executive Assistant

University of Ottawa Heart Institute; Ottawa; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

A healthcare institution is looking for an Executive Assistant to support the VP of Public Affairs and the Communications team. This hybrid position requires strong administrative skills, experience in executive support, and a passion for healthcare communications. The ideal candidate should possess excellent organizational abilities, proficiency in Microsoft Office, and effective communication skills. Responsibilities include managing schedules, drafting correspondence, and budget management. Applications from diverse candidates are encouraged.

Qualifications

• 3+ years of experience in executive support, preferably in healthcare or communications.
• Drafting, reviewing and editing correspondence, briefing notes and other documents.
• Managing multiple priorities and meeting deadlines.

Responsibilities

• Coordinate and schedule meetings and events, including agenda development.
• Assist with creating summary briefs, emails, reports, and presentations.
• Prepare expense reports and work on departmental budget planning.

Skills

Strong proficiency in Microsoft Office Suite

Excellent written and verbal communication skills

Organizational skills

Ability to manage multiple priorities

Education

College or university degree in a relevant discipline

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Vice-President of Public Affairs, Strategy, and Chief Communications Officer

Number of vacancies

1

Location

Heart Institute. Hybrid.

Unit/Department

Communications and Public Affairs Department

Term

One-year contract. Maternity leave coverage.

Description

We are seeking a highly organized and proactive Executive Assistant (EA) to support the day-to-day operations of the Vice President, Public Affairs, Strategy, and Chief Communications Officer, as well as the Communications and French Language Services team. This role is ideal for a detail-oriented professional with strong administrative skills and a passion for healthcare communications. The EA will be instrumental in managing budgets, coordinating VP schedules and priorities, and writing internal communications that keep our staff informed and engaged.Our Communications Department plays a vital role in shaping internal and external messaging, supporting strategic initiatives, and fostering a culture of transparency and collaboration. More than anything, you will enjoy being part of the Communications team.

Responsibilities will include:

• Calendar management: Coordinate and schedule meetings and events, including agenda development, calendar invites, travel arrangements and preparation of supporting documents.
• Material development: Assist with creating summary briefs, emails, reports, and presentations to enhance effectiveness, using Microsoft Word, Excel, and PowerPoint.
• Expense and financial management: Prepare expense reports, purchase orders, travel claims, and work directly with the VP and Director on departmental budget, planning and forecasting for communications initiatives.
• Project and event support: Assist with planning special projects, social events, and team meetings.
• Maintain and update information: Webpages, staff lists, mailing lists, spreadsheets and databases.
• Policies and procedures: Develop and implement high quality office procedures and practices that are in compliance with organizational policies and procedures.
• Office Support: Liaise with all necessary internal and external stakeholders for a fluid operation of the department, including ordering supplies, equipment and all necessary resources.
• Handle confidential information with discretion and professionalism.

The ideal candidate will have:

• 3+ years of experience in executive support, preferably in healthcare or communications.
• Coordinating, tracking, proofreading, and processing a variety of written material in a senior executive office.
• Drafting, reviewing and editing correspondence, briefing notes and other documents.
• Invoice validation, payment processing and account/budget reconciliation.
• Planning and coordinating special events.
• Strong proficiency in Microsoft Office Suite.
• Excellent written and verbal communication skills.
• Managing multiple priorities and meet deadlines.

Other:

• College or university degree in a relevant discipline, or equivalent combination of training and experience.
• Knowledge of financial and administrative best practices.
• Knowledge of file classification systems and electronic filing in an administrative environment.
• Excellent attention to detail.
• Capacity to build effective relationships with diverse stakeholder groups.
• Strong customer focus, service-minded approach, and organizational skills.
• Strong writing, copy-editing and proofreading skills in English.

Applications from Indigenous persons, members of racialized minorities, persons with disabilities, women, members of the LGBTQ+ community, as well as from all qualified candidates with the skills and knowledge to productively engage with equitable, diverse and inclusive communities are strongly encouraged.

According to government policy, all qualified candidates are invited to apply; however, preference will be given to Canadians and permanent residents. When submitting your application, please indicate if you are legally entitled to work in Canada.

The University of Ottawa Heart Institute is committed to ensuring barrier-free selection processes and work environments. Accommodations will be provided in all parts of the hiring process relating to any specialty requirements. Please notify us of any accommodations that you require – any information you provide will be handled respectfully and in complete confidence.

The successful candidate will be required, prior to the start of employment, to complete mandatory organizational training available online, and provide the following: an official piece of photo identification and a satisfactory Criminal Record Check and proof of COVID-19 vaccine.