Executive Assistant; RFT FTE

Position: Executive Assistant (RFT 1.0 FTE)
About the Position   Make an impact behind the scenes of healthcare leadership. As an Executive Assistant, you will provide high-level support to senior leaders by managing complex schedules, coordinating key communications, preparing executive documentation, and supporting departmental operations. You'll also contribute to budget tracking, record management, and strategic project coordination, helping ensure organizational priorities are achieved in a fast-paced, collaborative healthcare environment.

Key Responsibilities    Executive and Operational Support
Coordinates executive calendars and meetings, including agendas, materials, minutes, and follow-up on action items.
Manages internal and external communications, correspondence, and inquiries with professionalism and discretion.
Prepares presentations, reports, briefing notes, and documents with accuracy and consistency.
Maintains filing and bring-forward systems to ensure the timely delivery of information and administrative support.
Records and Data Management
Maintains accurate and confidential administrative, legal, financial, and HR records.
Processes bi-weekly timecards and maintains leave records and documentation.
Maintains current and historical files, including policies, procedures, and performance reviews, ensuring records remain accurate and up to date.
Confidentiality and Compliance
Manages sensitive patient, family, and staff matters with the highest level of confidentiality and discretion.
Identifies opportunities to streamline workflows and improve administrative, communication, and document processes with leadership.
Ensures compliance with privacy, risk management, and document retention requirements.
Financial and Budgetary Administration
Supports the preparation and monitoring of annual operating and salary budgets.
Audits payroll and leave reports, escalating discrepancies as required.
Project Coordination Support
Tracks project timelines, deliverables, and action items for executive-led initiatives.
Liaise with stakeholders to support project execution and alignment
Flag delays or risks to leadership.
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.
Benefits    At The Royal, we are committed to supporting your health, well-being, and financial security…