Executive Assistant (RFT 1.0 FTE)

The Royal; Ottawa; Hybrid; CAD 65,000 - 95,000; Full time

Benefits offered by this job

HOOPP pension

Health and dental benefits (MBC)

Life & disability insurance (Manulife)

EFAP program (Telus Health)

Job summary

The Royal is seeking an experienced Executive Assistant to provide high-level support to senior leaders in a fast-paced healthcare environment. You will manage complex calendars, draft communications, prepare executive documents, and support departmental operations to advance organizational priorities.

Responsibilities include budget tracking, records management, confidential handling of sensitive information, and coordinating strategic projects while liaising with stakeholders and ensuring

Qualifications

• Post-secondary education in Business or Office Administration.
• Minimum of 5 years of progressive administrative experience supporting senior executives.
• Typing speed – minimum of 60 words per minute.
• Strong knowledge of administrative practices, office procedures, and records management.
• Advanced proficiency with Windows-based applications, including Outlook and the Microsoft Office Suite.
• 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 with professional business vocabulary.
• Demonstrated ability to handle confidential and sensitive information with discretion.

Responsibilities

• 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 timely delivery of information and administrative support.
• Supports the preparation and monitoring of annual operating and salary budgets.

Skills

Executive support

Calendar management

Communications

Documentation

Time management

Discretion

Multitasking

Education

Post-secondary education in business or office administration

Tools

Outlook

Microsoft Office

SharePoint

Adobe Acrobat

MS Teams

Zoom

Job description

About the Position

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.

Benefits

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 benefitsthrough Medavie Blue Cross (MBC), supporting you and your family's health and wellness needs;


• Life insurance and disability coveragethrough 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