Ottawa is built on un-ceded Algonquin Anishinabek territory. The peoples of the Algonquin Anishinabek Nation have lived on this territory for millennia and we honour them and this land. Their culture and presence have nurtured and continue to nurture this land. CHEO also honours all First Nations, Inuit and Métis peoples and their valuable past and present contributions to this land.

CHEO is one of the few stand-alone, global leaders in pediatric health and is home to nearly 4,500 staff and physicians dedicated to helping children and youth live their best lives. Within its own walls and through partnerships with community providers, CHEO has transformed from a 20th century acute care hospital into a 21st century integrated child and youth health system. Ranked in the top 1% of Canadian hospitals for the digitization of its clinical infrastructure, CHEO combines excellence in clinical care, research, and education to advance seamless care that’s provided where, when, and how it is needed. CHEO’s Research Institute is dedicated to world-class clinical, translational, and basic science research covering a wide range of children’s health concerns.

CHEO has been named as the best place to work in Canadian healthcare by Forbes Magazine and is ranked second among Canadian hospitals on its list of Canada’s Best Employers for multiple consecutive years. For the 10th consecutive year in a row, the editors of Canada's Top 100 Employers has recognized CHEO as a top employer in the National Capital Region. Every year CHEO helps more than 500,000 children and youth from Eastern Ontario, western Quebec, Nunavut and Northern Ontario.

POSITION SUMMARY

The Executive Assistant (EA) supports CHEO’s Executive team in executing CHEO’s mission and strategic plan. This position plays a critical role in enabling the Executive Office and particularly the CEO to function efficiently and effectively. Executives deal with complex and sensitive issues, and the EA works with a proactive mindset, prioritizes items, and ensures timely response. The EA is discreet and demonstrates advanced judgment and initiative. They also demonstrate advanced administrative skills, including record keeping, editing, drafting, and appropriate and timely dissemination of materials. Specifically, advanced skills in preparing aesthetically appealing presentations and editing reports and proposals.

One of the critical aspects of this role is that the Executive Assistant serves as a key representative to external partners, patients and families, and internal colleagues helping to shape first impressions and manage interactions that range in complexity.

Additionally, the Executive Assistant often assumes a supportive role — discerning which matters require the Executive’s direct involvement and which can be delegated or redirected.

The incumbent is responsible for planning and carrying out administrative activities including preparing correspondence, memos, emails, minutes, and reports, frequently of a confidential, strategic and/or specialized nature, and must be able to prioritize, adapt to change and multitask a variety of activities. The incumbent provides administrative support to internal and external committees and is responsible for managing calendars that can be quickly changing and evolving.

The incumbent provides a range of senior-level support and supports the daily workflow to and from the executive office. Using strong business acumen, and exceptional customer service, risk mitigation, and problem-solving skills, the incumbent prioritizes, coordinates, and communicates information on behalf of the Executive’s Office.

MAIN RESPONSIBILITIES

Characteristic responsibilities include:

• Assess and prioritize the nature and sensitivity of verbal and written requests; take appropriate action or redirect as needed.
• Analyze incoming inquiries, gather background information, and refer to appropriate staff or executives; follow up to ensure resolution.
• Maintain awareness of all activities under the Executive’s responsibility to enable timely response to inquiries, initiatives, and directives.
• Manage incoming and outgoing communications, internal approvals, and follow-ups to ensure timely action and accountability.
• Monitor the progress of projects and action items; proactively initiate partners follow-up as required.
• Establish and maintain office systems such as databases, tracking systems, filing systems, bring-forward systems, monthly reports, and confidential records.
• Make travel and accommodation arrangements; prepare, review, and process related documentation and claims.
• Coordinate meetings and appointments: book rooms, confirm attendance, arrange catering, and prepare required documentation.
• Maintain the Executive’s calendar, ensuring it reflects priorities and upcoming commitments; coordinate scheduling as needed.
• Review and proofread correspondence, reports, and meeting materials for format, grammar, accuracy, and completeness.
• Research, analyze, and summarize information for use in reports, correspondence, and presentations.
• Draft and format a variety of materials, including reports, agendas, presentations, spreadsheets, and correspondence; take accurate meeting minutes and finalize for distribution.
• Serve as a key liaison and representative to internal and external partners, including patients and families, demonstrating professionalism and discretion.
• Handle and triage calls, inquiries, complaints, and sensitive issues with tact and diplomacy.
• Be adaptable to changing and evolving circumstances and needs.
• Perform other duties as assigned.

QUALIFICATIONS:

• 2-3 year College Diploma in Office Administration or other relevant area of study. (Essential) experience and formal training combined with demonstrated performance and ability may substitute for stipulated education requirements.
• Minimum 6 years of progressively responsible office administration experience, including at least 1 year supporting senior management. (Essential)
• Criminal Record Check (PRC) (Essential)
• Bilingualism (English/French) is preferred. (Preferred)
• Tech-Savvy: Proficient in modern workplace software and digital tools, including Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams), Microsoft SharePoint, video conferencing platforms, and cloud-based collaboration systems. (Essential)
• Detail-Oriented Documentation: Skilled in capturing, synthesizing, and formatting meeting minutes, agendas, reports, and correspondence with a high degree of accuracy and professionalism. (Essential)
• Operational Efficiency: Confident in operating standard office equipment and systems to support seamless administrative workflow (e.g., document management tools, voicemail, printers, scanners). (Essential)
• Thrives in a fast-paced environment with competing priorities and has the ability to adjust to frequent change.
• Time and Task Management: Demonstrated ability to manage competing priorities, meet tight deadlines, and shift focus as needed in a fast-paced, high-demand environment. (Essential)
• Adaptable and Agile: Comfortable navigating organizational change and shifting priorities; responds with flexibility and resilience to evolving demands. (Essential)
• Professional Communication: Excellent verbal and written communication skills, with the ability to communicate clearly, concisely, and with empathy and diplomacy (Essential)
• Partner Engagement: Builds strong relationships and collaborates effectively with internal and external partners, representing the Executive’s Office with professionalism and discretion. (Essential)
• Judgment and Confidentiality: Exercises sound decision-making and maintains the highest standards of confidentiality, integrity, and discretion. (Essential)
• Health and Safety Awareness: General knowledge of workplace health and safety legislation and organizational policies related to employee well-being. (Essential)
• Self-Driven and Reliable: Works independently with minimal supervision; takes initiative and ownership of responsibilities while maintaining accountability under pressure. (Essential)
• Ability to work independently with minimal supervision and under pressure to meet deadlines. (Essential)

Timeline may be extended or shortened based on operational needs.

Effective March 29, 2021, CHEO will conduct a more comprehensive pre-screening and evaluation process. This process may include more varied and multidimensional testing such as a written test, practical exam, or other assessment. All candidates who meet the essential and preferred qualifications may be tested.

Bilingualism (French/English) will be validated by a language proficiency assessment conducted by a third party provider. Candidates will be required to meet the minimum linguistic profile prior to the date of hire.

Should you require accommodation during any phase in the recruitment process, please contact Human Resources at TalentAcquisition@cheo.on.ca. All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act.

CHEO is committed to providing a safe environment for staff, patients, and visitors. Consistent with that commitment, all applicants must be fully vaccinated against COVID-19 to be considered for any staff or volunteer opportunities. Applicants are also strongly encouraged to receive their COVID-19 booster shots when eligible to protect against the spread of COVID-19. Upon hiring, presentation of government issued documentation confirming full vaccination must be provided, or presentation of supporting documentation of a valid medical contraindication or other reasonable consideration pursuant to the Ontario Human Rights Code.