Division Executive Assistant

Description:

• • Maintains Outlook calendar for the Division Head. Ensuring all meetings, clinics, call coverage schedules and reminders are entered into the physician’s Outlook calendar.
  • Coordinates meetings and assists with preparation of agendas, records minutes, books venue/ coordinates IT, and catering.
  • Liaises with Faculty of Medicine at the University of Ottawa, Medical Affairs, OHRI, educational institutions, granting agencies, government organizations, drug companies and industry on behalf of the Division Head.
  • Assist Division Head with the recruitment of physicians (eg. FTA/PTA, cross-appointees etc.) to the Division by drafting letters, collecting documentation, organizing meetings, distributing CV’s, arranging travel and reimbursements, etc.

Qualifications

• • Excellent organizational, prioritisation, and time-management skills required to coordinate multiple activities.
  • Ability to work well with minimal supervision.
  • Initiative, dedication, tact and diplomacy.
  • Ability to handle highly sensitive and confidential information
  • Proficient written communication, proofreading and editing skills required to draft or generate correspondence or documents
  • Excellent organizational, prioritisation, and time-management skills required to coordinate multiple activities; strong attention to detail
• Previous experience in meeting coordination and minute taking
• 5+ years recent related administrative experience.
• 3+ years in a senior administrative role.
• Experience in a healthcare environment is preferred
• Experience coordinating and maintaining supervisor’s schedule