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Executive Assistant

Organization Name / Job Categories / Position Type / Region and Location(s) / Career Level / Salary / Ad Online Since / Application Deadline
Royal College of Physicians & Surgeons of Canada /
  • Administrative / Clerical Support
  • Community Outreach
/ Full Time /
  • Ontario - Ottawa
  • Ontario - Ottawa Area
/ Experienced (Non-manager) / N/A / 2018-01-10 / 2018-01-14

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Do you appreciate supporting day-to-day activities of an Executive? Does the idea of supporting meetings and committees interest you? Are you organized, proactive and enjoy working in a complexed environment with multiple projects? If yes, this opportunity is for you!

Position Summary

You will provide senior level administrative support to the Deputy Chief Executive Officer & Executive Director, with primary responsibility for all aspects of support for an office with many priorities, projects and responsibilities. You will work closely with the Senior Policy Analyst regarding the Committee on Specialty Education (CSE) and with the Change Initiative Advisor for Office of Specialty Education (OSE) town halls.

Primary responsibilities:

  • Schedule and manage Executive calendar,
  • Liaise with a vast number of internal and external people,
  • Manage and triage all correspondence and files for OSE and oversee follow-up,
  • Meeting preparation which includes logistics; agendas and follow-up,
  • Draft communications for staff, stakeholders and Fellows,
  • Involved in the budget tracking and reconciliation of expenses.

You will manage a substantial portion of the Deputy CEO & ED’s inbound and outbound communication, serving as a key liaison for communication with Fellows, staff, and other members of the medical community. You will collate agendas for internal OSE meetings; track attendance; attend said meetings; take minutes; interpret and synthesize discussion for distribution and follow up on action items/decisions.

You come to us with:

  • Five to seven years related experience supporting a Senior Executive, preferably in the Health Care field,
  • College diploma or equivalent in experience,
  • Excellent written and verbal communication skills in English and functional proficiency in oral French,
  • Exceptional interpersonal skills with demonstrated strengths in accuracy, tact, and professionalism,
  • Ability to work with others, maintain and build good relationships,
  • Proven ability to effectively prioritize work flow; aptitude to exercise judgement,
  • Strong coordination, organizational, time management and project management skills,
  • Ability to function and adapt to the shifting priorities in a complexed environment,
  • Aptitude to exercise a high level of discretion and judgement when dealing with confidential situations,
  • High level of proficiency in MS Office suite.

To apply, please forward your résumé, covering letter and salary expectations by January 14, 2018. To ensure the hiring committee reviews your application, quote posting JD852, last name, first name in the email subject line.

Interviews for the selected candidates: January 24 to January 26, 2018.

Skills assessments for the selected candidates: January 30-31, 2018.

We sincerely thank all applicants for their interest; however will only contact those under consideration.

Band 5