Executive Assistant

Job summary

Provides administrative and operational support to senior physician leaders, including managing calendars, coordinating meetings, preparing materials and correspondence, and responding to inquiries. Tracks submissions, requests, travel, recruitment, contracts, and initiatives; maintains records, coordinates projects, improves workflows, applies organizational policies, and guides administrative staff.

Job details

Your Opportunity: Join Covenant Health’s Office of the Chief Medical Officer and be part of a team that plays an important role in shaping healthcare priorities across the organization. This is an exciting opportunity for an experienced administrative professional to work alongside senior physician and organizational leaders, gain broad exposure to Medical Affairs, and build relationships across Covenant Health and the broader health system. The Office of the CMO is a fast-paced and collaborative environment where no two days are the same. Your work will be valued and trusted, with opportunities to contribute to meaningful initiatives, connect with leaders and physicians, and help move important priorities forward. If you are someone who enjoys being at the centre of a busy, highly connected office and takes pride in making a difference behind the scenes, this could be the opportunity for you. Description: Reporting to the Corporate Services Manager, Medical Affairs, the Executive Administrative Assistant provides administrative and operational support to senior physician leadership within the Office of the CMO. The EA manages complex calendars, coordinates meetings, prepares meeting materials and correspondence, responds to inquiries, and supports the day-to-day operations of the office. The role monitors and tracks submissions, requests, travel, recruitment activities, contracts, and other initiatives, while maintaining accurate records and supporting project coordination. The EA reviews workflows, identifies opportunities to improve processes, interprets and applies organizational policies and procedures, and provides guidance to other administrative staff. The position requires independence, professionalism, confidentiality, organization, sound judgment, and the ability to manage competing priorities and build effective relationships with physicians, leaders, internal teams, and external partners across Covenant Health and the broader healthcare system. This is a non-unionized position. Classification: Executive Assistant Union: COV OUT OF SCOPE Unit and Program: Medical Affairs Office Primary Location: One Twelve Campus Location Details: As Per Location Employee Class: Regular Full Time FTE: 1.00 Posting End Date: 01-NOV-2026 Date Available: 09-NOV-2026 Hours per Shift: 7.75 Length of Shift in weeks: 2 Shifts per cycle: 10 Shift Pattern: Days Days Off: Saturday/Sunday Minimum Hourly Salary: $25.96 Maximum Hourly Salary: $38.94 Vehicle Requirement: Not Applicable Required Qualifications: Related post-secondary office administration certificate. Five years in a senior secretarial or administrative assistant position in a health care institution. Additional Required Qualifications: Advanced proficiency in MS Office (Word, Excel, Access, Visio, PowerPoint, Adobe Writer), Zoom, Teams, and SharePoint design and management. Skilled in database and record management. Exceptional attention to detail in formatting, grammar, syntax, and proofreading. Experienced in committee support, minute-taking, and event planning. Maintains strict confidentiality of sensitive information. Strong analytical and problem-solving abilities, with sound judgment and decision-making skills. Able to work independently under pressure and meet tight deadlines without compromising quality. Demonstrates effective interpersonal, public relations, writing, and organizational skills, with clear and concise communication. Preferred Qualifications: Business Writing Training. Project Management certification or Office Administration Diploma would be considered. PROSCI or AIW certification. Knowledgeable of policies and procedures relating to the gathering, retention and release of information. Knowledge of HIA, FOIP and other related legislation. Oracle experience would be considered an asset.

What you’ll do

Provides administrative and operational support to senior physician leaders, including managing calendars, coordinating meetings, preparing materials and correspondence, and responding to inquiries. Tracks submissions, requests, travel, recruitment, contracts, and initiatives; maintains records, coordinates projects, improves workflows, applies organizational policies, and guides administrative staff.

Requirements

Requires a related post-secondary office administration certificate and five years of senior administrative experience in a healthcare institution. Candidates need advanced proficiency with Microsoft Office, Zoom, Teams, and SharePoint, along with strong records management, committee support, confidentiality, communication, judgment, and organizational skills.

Listed skills

• Project Coordination · Preferred
• written communication · Preferred
• Problem solving · Preferred
• Organization · Preferred
• Microsoft Office · Preferred
• Process Improvement · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Meeting Coordination
• Committee Support
• Minute-Taking
• Event Planning
• Records Management
• Database Management
• Project Coordination
• Process Improvement
• Policy Interpretation
• Confidentiality
• Written Communication
• Proofreading
• Organization
• Problem-Solving
• Microsoft Office

Job areas

• Administrative
• Healthcare
• Management & Leadership

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