Executive Assistant II (RFT 1.0 FTE)

The Royal; Ottawa; On-site; CAD 55,000 - 75,000; Full time

Job summary

The Royal, Ottawa, is seeking an experienced Executive Assistant to provide professional administrative support to the Executive and Clinical Leadership team. You will enable efficient operations, coordinate priorities, and manage communications to support governance and organizational initiatives.

You will handle calendars, travel, timecards, and confidential records with impeccable discretion while collaborating with internal and external stakeholders to identify risks and ensure deadlines are

Qualifications

• Post-secondary education in Business or Office Administration.
• 5+ years supporting senior executives, ideally in healthcare/public sector.
• Typing speed of 60 wpm with high accuracy.
• Strong knowledge of administrative practices, office procedures & records management.
• Experience with payroll processes, budgets and HR documentation.

Responsibilities

• Manage executive calendars, meetings, and schedules with agendas, materials, minutes and follow-ups.
• Draft correspondence, prepare presentations, reports, and briefing materials.
• Coordinate travel and manage expense reporting.
• Maintain organized filing, records management and tracking systems.
• Support onboarding by coordinating interviews and training on office systems.
• Maintain confidential administrative, financial, legal, and HR records.
• Process timecards and track leave records.
• Compile departmental data and reports and ensure privacy and compliance.

Skills

Executive support

Communication

Documentation

MS Office

SharePoint/Adobe

Time management

Education

Post-secondary education in Business/Office Administration

Tools

SharePoint

Adobe Acrobat

MS Teams

Zoom

Outlook

Excel

PowerPoint

Job description

About the Position

This position provides professional administrative support and office management to the Executive and Clinical Leadership team to ensure the efficient delivery of corporate administrative operations. The Executive Assistant serves as a trusted partner in coordinating priorities, managing communications, supporting governance and organizational initiatives, and maintaining the smooth flow of information and activities across the organization.

Key Responsibilities

• Manage executive calendars, meetings, and schedules, including agendas, materials, minutes, and follow-ups.
• Oversee communications by drafting correspondence, responding to inquiries, preparing presentations, reports, and briefing materials.
• Coordinate travel and manage expense reporting.
• Maintain organized filing, records management and tracking systems.
• Support onboarding by coordinating interviews, preparing materials, and training on office systems and processes.
• Maintain accurate and confidential administrative, financial, legal, and HR records in accordance with organizational requirements.
• Process timecards and track leave records.
• Compile departmental data and reports.
• Handle sensitive information with discretion and professionalism.
• Ensure compliance with organizational policies, regulations, and quality standards.
• Monitor adherence to privacy, risk, document retention requirements and other corporate requirements.
• Track project timelines, deliverables, action items and reportingrequirements.
• Coordinate meetings and follow-ups.
• Liaise with internal and external stakeholders and identify risks or delays.

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.

Language Requirements

• English level A- is mandatory in oral expression, comprehension, reading & writing. Bilingual (French/English) is considered an asset