About the Position
Reporting to the Director, Patient Care Services, the Administrative Assistant provides confidential senior administrative and operational support to the Director, Senior Medical Lead, program managers, and physician group within the department. The role provides comprehensive administrative, operational, and governance support requiring the coordination of a broad range of complex activities to ensure the efficient functioning of the department.

The role manages multiple competing priorities to support the timely and accurate completion of administrative processes and coordinates a broad range of complex administrative, operational, and governance functions to ensure the effective functioning of the department. Entrusted with highly sensitive and confidential organizational information, including performance management and employee and labour relations matters, the incumbent exercises sound judgment, discretion, and professionalism while ensuring strict adherence to organizational policies, procedures, and confidentiality requirements.

The Administrative Assistant supports senior leadership meetings, Ministry reporting, shared governance activities, organizational initiatives, committee administration, physician support, financial and administrative processes, and the preparation of correspondence, briefing notes, reports while serving as a key liaison between The Royal, external stakeholders (e.g. Ministry), physicians, corporate departments, and other internal and external stakeholders.

Key Responsibilities

Provides comprehensive administrative support to the Director,



Patient Care Services by proactively managing calendars, coordinating meetings, preparing correspondence, briefing notes, and reports, monitoring action items, and ensuring the efficient coordination of daily priorities and activities. Exercises sound judgment and discretion in managing confidential information and competing demands.

Supports governance and program-related activities, including organizational and external reporting requirements, committee processes, stakeholder communications, document preparation and management, and related administrative functions involving internal and external partners. Ensures timelines, deliverables, records, and follow-up actions are managed effectively, accurately, and in accordance with organizational requirements.

Coordinates administrative aspects of operational initiatives, Accreditation activities, quality improvement initiatives, recruitment, onboarding, committee administration, and organizational projects. Provides project coordination, monitors timelines, and facilitates communication across departments to support successful implementation of program priorities.

Provides administrative support to the Senior Medical Lead and physician group through calendar coordination,



physician billing administration, meeting coordination, scheduling support, and organization of physician-related activities. Supports effective communication and coordination between physicians, leadership, and corporate departments.

Processes payroll coding, purchasing, credit card reconciliation, financial administration, records management, and other operational administrative activities while ensuring compliance with organizational policies, procedures, and confidentiality requirements.

Qualifications

A 2-year college diploma in Office Administration, Business Administration, Public Administration, Health Administration, or a related field.

2 years administrative experience supporting senior leaders in a complex organization.

Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).

Demonstrated ability to prepare professional correspondence, briefing notes, reports and presentations.

Knowledge of payroll coding, purchasing, and financial reconciliation processes.

Experience handling highly confidential information with discretion and sound judgment.

Strong organizational and project coordination skills with the ability to manage multiple competing priorities.

Experience coordinating senior leadership calendars, meetings, committees, and organizational projects.

Language Requirements

English level A- is mandatory in oral expression, comprehension, reading & writing. Bilingual (French/English) is considered a strong asset

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📌 Administrative Assistant, Patient Care Leaders (RFT 1.0 FTE) (Ontario)
🏢 The Royal
📍 Ontario