Executive Secretary to Administration

Brandon Clinic Medical Corp; Brandon; On-site; CAD 55,000 - 70,000; Full time

Job summary

Brandon Clinic Medical Corp is seeking an Executive Secretary to Administration to provide high-level administrative, executive, governance, and confidential support to Administration primarily to Human Resources. The role requires organizing confidential files, assisting with onboarding, and supporting interviews and HR processes.

The candidate should have a post-secondary credential in Office Administration or a related field, with 3–5 years of administrative experience, preferably supporting

Qualifications

• Completion of a post-secondary certificate or diploma in Office Administration, Executive Administration, Business Administration, or a related field.
• An equivalent combination of education and relevant experience may be considered.
• Additional training in Human Resources, labour relations, governance, or records management would be considered an asset.

Responsibilities

• Confidential Administration and HR support: Type and format confidential management correspondence and reports.
• Prepare draft employment letters, organizational announcements, and management documentation at the direction of the Operations/HR Manager.
• Organize confidential files relating to employee relations, investigations, performance management, and disciplinary matters.
• Take part in interviews and conduct reference checks.
• Assist with assembling documentation for grievances, arbitration, collective bargaining, and employment-related legal matters.
• Maintain restricted access to HR records and confidential document registers.
• Track probation review dates, uniform allowance, and benefit eligibility and other management deadlines.
• Help with onboarding of new employees.

Skills

Executive administration

HR support

Office administration

Education

Post-secondary certificate/diploma in Office Administration

Job description

POSITION SUMMARY:

The Executive Secretary to Administration will provide high-level administrative, executive, governance, and confidential support to Administration primarily to Human Resources.

QUALIFICATIONS & EXPERIENCE:

• Completion of a post-secondary certificate or diploma in Office Administration, Executive Administration, Business Administration, or a related field.
• An equivalent combination of education and relevant experience may be considered.
• Additional training in Human Resources, labour relations, governance, or records management would be considered an asset.

• Minimum of 3–5 years of progressively responsible administrative experience, preferably supporting senior management or executives.
• Experience maintaining confidential records and handling sensitive information.
• Experience in a healthcare, professional services, or unionized environment would be preferred.

RESPONSIBILITIES:

Confidential Administration and HR support

• Type and format confidential management correspondence and reports.
• Prepare draft employment letters, organizational announcements, and management documentation at the direction of the Operations/HR Manager.
• Organize confidential files relating to employee relations, investigations, performance management, and disciplinary matters.
• Take part in interviews and conduct reference checks.
• Assist with assembling documentation for grievances, arbitration, collective bargaining, and employment-related legal matters.
• Maintain restricted access to HR records and confidential document registers.
• Track probation review dates, uniform allowance, and benefit eligibility and other management deadlines.
• Help with onboarding of new employees.

Executive coordination

• Coordinate follow-up on management projects and decisions.
• Coordinate physician meetings, administrative initiatives, special events, and management communications.
• Act as the central administrative contact for the Administration team.

Management projects and office coordination

• Coordinate special projects assigned by Administration.
• Assist the Privacy and Health Information Officers (PHIA Officers) with investigations by gathering relevant information, organizing documentation, maintaining confidentiality, and supporting follow-up actions as directed.
• Serve as the first point of contact for administrative staff regarding day-to-day operational questions, concerns, and issues.
• Provide initial troubleshooting and guidance to resolve routine matters independently where appropriate, escalating unresolved or complex issues to the appropriate department, including Human Resources, Nursing, Information Technology, Payroll, Accounts Receivable/Accounts Payable, or the Chief Executive Officer (CEO).
• Assist with onboarding documentation for management and administrative positions.
• Coordinate office supplies, administrative resources, and vendor appointments for the Administration office.
• Help standardize forms, templates, procedures, and record keeping systems.

Financial Coordination

• Coordinate and monitor administrative billing processes for Brandon Clinic.
• Review billing summaries, reconciliation reports, outstanding balances, and exception reports to identify discrepancies, trends, and items requiring management attention.
• Maintain a centralized record of billing issues, follow-up requirements, outstanding items, and resolution status.
• Coordinate the implementation and documentation of approved billing procedures, internal controls, and workflow improvements.
• Assist Administration with reviewing billing practices, identifying opportunities to improve accuracy and efficiency, and escalating material financial or compliance concerns.
• Maintain the confidentiality and security of financial records and patient information in accordance with applicable privacy legislation and clinic policies.
• Perform other related executive and financial coordination duties as assigned by the CEO or Operations/HR Manager.