Executive Assistant

The Royal; Ottawa; On-site; CAD 65,000 - 90,000; Full time

Benefits offered by this job

HOOPP pension

Health and dental benefits

Life insurance

EFAP

Job summary

The Royal is seeking an Executive Assistant to provide high-level support to senior leaders in a fast-paced healthcare environment. You will manage calendars, coordinate communications, and prepare executive documentation while supporting departmental operations.

Responsibilities include budget tracking, records management, and strategic project coordination. Candidates should have 5+ years of admin experience, strong communication and confidentiality, and proficiency with MS Office and

Qualifications

• Minimum 5 years of progressive administrative experience supporting senior executives.
• Experience in healthcare or public sector environment preferred.
• Typing speed of at least 60 words per minute with high accuracy.
• Strong knowledge of office procedures and records management.
• Proficient in Windows-based applications and document management software.

Responsibilities

• Manage executive calendars and meetings, including agendas, materials, minutes, and follow-up items.
• Coordinate internal and external communications with professionalism and discretion.
• Prepare presentations, reports, and briefing notes with accuracy and consistency.
• Maintain filing and bring-forward systems for timely information delivery.

Skills

Communication skills

Time management

Discretion

Detail orientation

Problem solving

Independence

Project coordination

Typing speed 60 wpm

Education

Post-secondary education in Business or Office Administration

Tools

Microsoft Office Suite

Outlook

SharePoint

Adobe Acrobat

MS Teams

Zoom

Job description

Make an impact behind the scenes of healthcare leadership. As an Executive Assistant, you will provide high-level support to senior leaders by managing complex schedules, coordinating key communications, preparing executive documentation, and supporting departmental operations. You'll also contribute to budget tracking, record management, and strategic project coordination, helping ensure organizational priorities are achieved in a fast-paced, collaborative healthcare environment.

Key Responsibilities

Executive and Operational Support

• Coordinates executive calendars and meetings, including agendas, materials, minutes, and follow-up on action items.
• Manages internal and external communications, correspondence, and inquiries with professionalism and discretion.
• Prepares presentations, reports, briefing notes, and documents with accuracy and consistency.
• Maintains filing and bring-forward systems to ensure the timely delivery of information and administrative support.

Records and Data Management

• Maintains accurate and confidential administrative, legal, financial, and HR records.
• Processes bi-weekly timecards and maintains leave records and documentation.
• Maintains current and historical files, including policies, procedures, and performance reviews, ensuring records remain accurate and up to date.

Confidentiality and Compliance

• Manages sensitive patient, family, and staff matters with the highest level of confidentiality and discretion.
• Identifies opportunities to streamline workflows and improve administrative, communication, and document processes with leadership.
• Ensures compliance with privacy, risk management, and document retention requirements.

Financial and Budgetary Administration

• Supports the preparation and monitoring of annual operating and salary budgets.
• Audits payroll and leave reports, escalating discrepancies as required.

Project Coordination Support

• Tracks project timelines, deliverables, and action items for executive-led initiatives.
• Liaise with stakeholders to support project execution and alignment
• Flag delays or risks to leadership.

Qualifications

• Post-secondary education in Business or Office Administration, Office Management, or a related field required.
• Minimum of 5 years of progressive administrative experience supporting senior executives, preferably in a healthcare or public sector environment
• Typing speed – minimum of 60 words per minute with high accuracy.
• Strong knowledge of administrative practices, office procedures, and records management.
• Advanced proficiency in Windows-based applications, including Outlook and the Microsoft Office Suite (Word, PowerPoint, Excel).
• Advanced proficiency with electronic records systems, document management software (e.g., SharePoint, Adobe Acrobat), and virtual collaboration platforms (e.g., MS Teams, Zoom).
• Strong planning, prioritization, and time management skills to coordinate multiple activities, meet deadlines, and perform effectively under pressure.
• Excellent interpersonal and communication skills (verbal and written), with a strong command of professional business vocabulary.
• High attention to detail, sound decision-making, and strong problem-solving and analytical abilities, especially in high-pressure situations.
• Demonstrated ability to handle confidential and sensitive information with discretion.
• Skilled in preparing clear, concise, and accurate documentation.
• Proven ability to work independently, manage multiple responsibilities, and adapt to frequent interruptions.
• Capable of coordinating and managing small administrative projects.
• Familiarity with payroll processes, budget tracking, and HR documentation.

At The Royal, we are committed to supporting your health, well-being, and financial security at every stage of your career through a comprehensive total rewards package that may include:

• HOOPP, one of Canada's leading defined benefit pension plans, helping you build long-term financial security with a predictable lifetime retirement income and valuable employer contributions.
• Competitive health and dental benefits through Medavie Blue Cross (MBC), supporting you and your family's health and wellness needs;
• Life insurance and disability coverage through Manulife, including short-term and long-term disability benefits where applicable, providing added peace of mind;
• Employee and Family Assistance Program (EFAP) through Telus Health, offering confidential counselling, wellness resources, and support services for you and your eligible family members (excludes casual staff).

Together, these benefits reflect our commitment to helping you thrive personally and professionally—today, tomorrow, and throughout your career at The Royal