Senior Executive Assistant

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Competition No.: AFP1316
Full-time - 37.5 hrs/wk

Unit/Dept

Administration 

Deadline

11/1/2013 

Program

Heart Institute 

# of vacancies

Start Date

January 2014 

Salary Range

Commensurate with experience 

Union Group

 

Shifts

 

Purpose: Reporting to the President and CEO the Senior Executive Assistant provides administration, coordination and secretarial support in the most efficient and effective manner; to ensure the smooth operation of the office with respect to the duties within this job description. 

Responsibilities:

  • Organize meetings involving multiple senior executives.
  • Liaise with all levels of management and government including national and international medical organizations regarding inquiries and speaking invitations for the President and CEO.
  • Handle telephone and e-mail inquiries and respond as appropriate
  • Transcribe dictation to include daily correspondence, letters of recommendation, reviews, grant writing and manuscripts for publication.
  • Liaise with clinical executive assistant to manage President and CEO agenda compatible with his clinical load
  • Liaise and coordinate with the two other executive assistants so the President and CEO office is never vacant due to personnel vacations or absences.

Basic Requirements:

  • Bilingual (English and French)
  • 10 to 15 years experience
  • Undergraduate degree in health related field and/or graduate degree in health or public administration or an equivalent amalgamation of experience
  • Medical terminology
  • Intermediate to advanced proficiency with MS Office, Groupwise and Internet

Suitability: The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized and flexible. The ability to interact with staff, at all levels, in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial in this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are necessary to succeed in this role.

Accommodations will be provided in all parts of the hiring process relating to any specialty requirements. Applicants should make their needs known in advance.

Please e-mail CV’s to jobpostings@ottawaheart.ca