- Professional
- Optionales Büro in Ottawa
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.
