Executive Assistant II (RFT 1.0 FTE)

About the Position

This position provides professional administrative support and office management to the Executive and Clinical Leadership team 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

• Manage executive calendars, meetings, and schedules, including agendas, materials, minutes, and follow-ups.
• Oversee communications by drafting correspondence, responding to inquiries, preparing presentations, reports, and briefing materials.
• Coordinate travel and manage expense reporting.
• Maintain organized filing, records management and tracking systems.
• Support onboarding by coordinating interviews, preparing materials, and training on office systems and processes.
• Maintain accurate and confidential administrative, financial, legal, and HR records in accordance with organizational requirements.
• Process timecards and track leave records.
• Compile departmental data and reports.
• Handle sensitive information with discretion and professionalism.
• Ensure compliance with organizational policies, regulations, and quality standards.
• Monitor adherence to privacy, risk, document retention requirements and other corporate requirements.
• Track project timelines, deliverables, action items and reporting requirements.
• Coordinate meetings and follow-ups.
• Liaise with internal and external stakeholders and identify risks or delays.

Qualifications

• Post-secondary education in Business or Office Administration, Office Management, or a related field required.
• Minimum of 5 years of progressive administrative experience supporting senior executives, preferably in a healthcare or public sector environment
• Typing speed – minimum of 60 words per minute with high accuracy.
• Strong knowledge of administrative practices, office procedures, and records management.
• Advanced proficiency in Windows-based applications, including Outlook and the Microsoft Office Suite (Word, PowerPoint, Excel).
• Advanced proficiency with electronic records systems, document management software (e.g., SharePoint, Adobe Acrobat), and virtual collaboration platforms (e.g., MS Teams, Zoom).
• Strong planning, prioritization, and time management skills to coordinate multiple activities, meet deadlines, and perform effectively under pressure.
• Excellent interpersonal and communication skills (verbal and written), with a strong command of professional business vocabulary.
• High attention to detail, sound decision-making, and strong problem-solving and analytical abilities, especially in high-pressure situations.
• Demonstrated ability to handle confidential and sensitive information with discretion.
• Skilled in preparing clear, concise, and accurate documentation.
• Proven ability to work independently, manage multiple responsibilities, and adapt to frequent interruptions.
• Capable of coordinating and managing small administrative projects.
• Familiarity with payroll processes, budget tracking, and HR documentation.

Language Requirements

• English level A- is mandatory in oral expression, comprehension, reading & writing. Bilingual (French/English) is considered an asset