Executive Assistant I

The Royal; Ottawa; On-site; CAD 60,000 - 80,000; Full time

Job summary

A healthcare organization in Ottawa seeks an Executive Assistant I to support senior executives with administrative tasks, communications, and event logistics. The ideal candidate will have at least 5 years of experience in a comparable role, preferably within a healthcare or public sector environment, along with strong organizational and communication skills. Full-time position offers a competitive salary, and bilingualism is a plus.

Qualifications

• Minimum of 5 years of administrative experience supporting senior executives.
• Experience in a healthcare or public sector environment is preferred.
• Bilingualism is an asset.

Responsibilities

• Coordinate executive calendars and meetings.
• Manage communications with discretion.
• Prepare reports and documentation accurately.
• Support onboarding and training on systems.

Skills

Coordination skills

Professional communication

Presentation preparation

Organizational skills

Problem-solving under pressure

Education

College Diploma in Business Administration or related field

Tools

Microsoft Office

SharePoint

Adobe Acrobat

Teams

Zoom

Job description

Overview

Join to apply for the Executive Assistant I role at The Royal.

This range is provided by The Royal. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

CA$36.47 / hr - CA$42.49 / hr

Responsibilities

• Coordinate executive calendars, meetings, agendas, minutes, and follow-ups
• Manage internal / external communications with professionalism and discretion
• Prepare presentations, reports, briefing notes, and documentation with accuracy
• Process expenses in line with organizational policies
• Maintain organized filing systems and bring-forward tools for timely access
• Support onboarding: schedule interviews, prep materials, and train on systems
• Liaise with stakeholders and senior leaders for smooth departmental operations
• Assist with logistics for events, forums, and stakeholder meetings
• Handle confidential communications and documentation with discretion
• Ensure compliance with healthcare regulations and organizational policies
• Monitor privacy, risk, and document retention standards
• Support quality assurance and identify workflow / process improvements
• Assist with budget prep, track expenditures, and audit payroll / leave reports
• Compile departmental data and maintain accurate HR / legal / financial records
• Track project timelines, deliverables, and flag risks or delays to leadership
• Proficiency in Microsoft Office, SharePoint, Adobe Acrobat, Teams, and Zoom
• Strong planning, communication, and problem-solving skills under pressure

Qualifications

• College Diploma or post-secondary education in Business Administration, Office Management or related field
• Minimum of 5 years of progressive administrative experience supporting senior executives, preferably in a healthcare or public sector environment
• Experience with governance and Board committees is an asset
• Advanced proficiency with MS Office, electronic records systems, and virtual collaboration tools
• English level A- is mandatory in oral expression, oral comprehension, reading comprehension and written expression. Bilingualism is an asset

Seniority level Mid-Senior level

Employment type Full-time

Job function Administrative

Industries Hospitals and Health Care