Position Information
Posting Number:
ROM26-142E
Title:
Executive Assistant I (RFT 1.0 FTE)
Position Status:
Regular Full-time
Department:
Corporate Leadership
Site:
Royal Ottawa Mental Health Centre
Level of Police Check:
Criminal Record Check
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.
About the Position
This position provides professional administrative support and office management to Executive Leadership 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
Executive and Operational Support
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Manage executive calendars, meetings, and schedules, including agendas, materials, minutes, and follow-ups.
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Oversee communications by drafting correspondence, responding to inquiries, preparing presentations, reports, and briefing materials.
- Coordinate travel and manage expense reporting.
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Maintain organized filing, records management and tracking systems.
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Support onboarding by coordinating interviews, preparing materials, and training on office systems and processes.
Records and Data Management
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Maintain accurate and confidential administrative, financial, legal, and HR records in accordance with organizational requirements.
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Process timecards and track leave records.
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Compile departmental data and reports.
Confidentiality and Compliance
- Handle sensitive information with discretion and professionalism.
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Ensure compliance with organizational policies, regulations, and quality standards.
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Monitor adherence to privacy, risk, document retention requirements and other corporate requirements.
Financial and Budgetary Administration
- Assist with budget preparation and monitoring.
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Track expenditures and identify variances.
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Audit payroll and leave reports; escalate discrepancies as needed.
Project Coordination Support
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Track project timelines, deliverables, action items and reporting requirements.
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Coordinate meetings and follow-ups.
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Liaise with internal and external stakeholders and identify risks or delays.
Qualifications
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Post-secondary education in Business or Office Administration, Office Management, or a related field required.
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Minimum of 5 years of progressive administrative experience supporting senior executives, preferably in a healthcare or public sector environment
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Typing speed – minimum of 60 words per minute with high accuracy.
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Strong knowledge of administrative practices, office procedures, and records management.
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Advanced proficiency in Windows-based applications, including Outlook and the Microsoft Office Suite (Word, PowerPoint, Excel).
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Advanced proficiency with electronic records systems, document management software (e.g., SharePoint, Adobe Acrobat), and virtual collaboration platforms (e.g., MS Teams, Zoom).
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Strong planning, prioritization, and time management skills to coordinate multiple activities, meet deadlines, and perform effectively under pressure.
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Excellent interpersonal and communication skills (verbal and written), with a strong command of professional business vocabulary.
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High attention to detail, sound decision-making, and strong problem-solving and analytical abilities, especially in high-pressure situations.
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Demonstrated ability to handle confidential and sensitive information with discretion.
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Skilled in preparing clear, concise, and accurate documentation.
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Proven ability to work independently, manage multiple responsibilities, and adapt to frequent interruptions.
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Capable of coordinating and managing small administrative projects.
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Familiarity with payroll processes, budget tracking, and HR documentation.
Language Requirements
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English level A- is mandatory in oral expression, comprehension, reading & writing. Bilingual (French/English) is considered an asset
REWARDS AND 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:
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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.
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Competitive health and dental benefits through Medavie Blue Cross (MBC), supporting you and your family's health and wellness needs;
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Life insurance and disability coverage through Manulife, including short-term and long-term disability benefits where applicable, providing added peace of mind;
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Employee and Family Assistance Program (EFAP) through Telus Health, offering confidential counselling, wellness resources, and support services for you and your eligible family members (excluded casual staff).
Together, these benefits reflect our commitment to helping you thrive personally and professionally—today, tomorrow, and throughout your career at The Royal
Salary Range:
38.62 to 44.77 per hour
Additional Information
- All applicants must provide a recent resume that clearly indicate that they meet the required qualifications.
- 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.
