Executive Administrator

Job summary

The Executive Administrator provides comprehensive administrative, financial, and operational support to the Division Head and faculty. Key duties include managing clinical schedules, coordinating divisional events, and handling bookkeeping and financial reporting.

Job details

JOB OPPORTUNITY NOTICE Position: Executive Administrator Status: Full-Time, Permanent Division: Orthopaedic Surgery Location: Hybrid/General & Civic Campus Salary Range: $34.00 – $42.00/hour Start Date: October 2026 Vacancy Disclosure: Existing job vacancy The Division of Orthopaedic Surgery within the Department of Surgery is seeking a highly organized and proactive Executive Administrator to support the Division Head and faculty members. This role provides comprehensive administrative, financial, and operational support to ensure the effective functioning of the division. KEY RESPONSIBILITIES Administrative & Operational Support Provide day-to-day administrative support to the Division Head and faculty Coordinate meetings, including scheduling, agenda preparation, document distribution, and minute-taking Support physician onboarding, privileges, and reappointments Organize divisional events (e.g., Grand Rounds, research day, visiting professors, and social events) Maintain divisional communications, including newsletters and website updates Coordinate observerships, fellow travel, and academic schedules Respond to inquiries and manage correspondence Financial Support Manage divisional bookkeeping and financial records Support budgeting and financial reporting processes Process payments (e.g., HOCC, stipends) and track contributions Liaise with Finance to support reporting and budget preparation Clinical Scheduling Develop and maintain OR and clinic schedules using Petal Ensure schedules are accurate, approved, and communicated QUALIFICATIONS Bilingualism (English and French) required Post-secondary education or equivalent experience 2–5 years of administrative experience, preferably in a senior or healthcare setting Strong organizational, communication, and multitasking skills Financial/accounting experience considered an asset Proficiency in MS Office and ability to manage confidential information with discretion Ability to work independently and collaboratively in a fast-paced environment COMMENTS TO APPLICANT We thank all applicants for their interest and effort in applying; however, only candidates selected for interviews will be contacted. The Department of Surgery is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the selection process.

What you’ll do

The Executive Administrator provides comprehensive administrative, financial, and operational support to the Division Head and faculty. Key duties include managing clinical schedules, coordinating divisional events, and handling bookkeeping and financial reporting.

Requirements

Candidates must be bilingual in English and French with 2 to 5 years of administrative experience, preferably in a healthcare setting. Post-secondary education and proficiency in MS Office are required.

Listed skills

• French · Preferred
• Budget · Preferred
• Budgeting · Preferred
• preparation · Preferred
• Administrative Support · Preferred
• MS-Office · Preferred
• Reporting · Preferred
• Administrative · Preferred
• Accounting · Preferred
• scheduling · Preferred
• English · Preferred
• Bookkeeping · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative Support
• Financial Bookkeeping
• Operational Support
• Meeting Coordination
• Physician Onboarding
• Event Organization
• Bilingualism
• Budgeting
• Clinical Scheduling
• MS Office
• Multitasking
• Confidentiality Management

Job areas

• Administrative
• Healthcare
• Management & Leadership
• Finance & Accounting

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