Executive Assistant I (RFT 1.0 FTE)

The Royal Mental Health Centre; Ottawa; On-site; CAD 70,000 - 90,000; Full time

Job summary

A mental healthcare organization is seeking an experienced Executive Assistant to support senior leaders. The role requires exceptional organizational skills, professionalism, and a minimum of 5 years of experience in a healthcare or public sector environment. The ideal candidate excels in managing communications, preparing presentations, and ensuring compliance with regulations. Bilingualism is a plus.

Qualifications

• Minimum of 5 years of progressive administrative experience supporting senior executives, preferably in healthcare.
• Experience with governance and Board committees is an asset.
• Bilingualism in English and French is an asset.

Responsibilities

• Coordinate executive calendars, meetings, and follow-ups.
• Prepare presentations and documentation with accuracy.
• Support onboarding and maintain organized filing systems.
• Monitor privacy and compliance with healthcare regulations.

Skills

Advanced organizational skills

Professionalism and confidentiality

Strong planning and problem-solving

Communication skills

Experience with Microsoft Office

Experience with SharePoint

Experience with Zoom

Education

College Diploma or Post-secondary education in Business Administration

Tools

Adobe Acrobat

Teams

Electronic records systems

Job description

Position Summary

The Executive Assistant plays a critical role in enabling senior leadership within both corporate services programs and/or clinical service clusters to operate efficiently and effectively by delivering expert-level administrative and organizational support. The role requires exceptional professionalism, confidentiality, advanced organizational skills, and the ability to anticipate the needs of senior leaders in a dynamic healthcare environment. This role will support two of our executive team members. If you are a dynamic, kind, and savvy executive assistant with a passion for mental healthcare, this is the role for you!

Duties

• 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
• Advanced skills in Microsoft Office, SharePoint, Adobe Acrobat, Teams, and Zoom
• Strong planning, communication and problem solving 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 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 an asset.