Executive Assistant I (RFT 1.0 FTE)
Position Information
| Posting Number: | ROM25-315E |
| Title: | Executive Assistant I (RFT 1.0 FTE) |
| Position Status: | Regular Full-time |
| FTE: | 1.0 |
| Job Schedule: | Days |
| Department: | Administration |
| Union: | Non-union |
| Site: | Royal Ottawa Mental Health Centre |
| Number of Vacancies: | 1 |
About The Royal
As one of Canada’s foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education.
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.
| Salary Range: | 36.47 to 42.49 per hour |
Additional Information
- All applicants must provide a recent resume that clearly indicate that they meet the required qualifications.
- Please apply by clicking on the Apply button below.
- The Royal sincerely thanks all applicants for their interest in a career with us; however, only those applicants selected for an interview will be contacted.
- All new hires will be required to obtain a clear and valid Criminal Record or Vulnerable Sector Records Check as a pre-condition of employment.
- The Royal Ottawa Health Care Group is committed to equity and inclusion in the workplace. Our commitment is rooted in the belief that a diverse workforce enhances the quality of care and organizational strength. We encourage applications from members of equity-deserving communities and welcome individuals from all backgrounds. Upon request, accommodations due to disability are available throughout the recruitment process.