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Moving Medicine Forward

Position title
Division Executive Assistant II Nuclear Medicine and Molecular Imaging

The Executive Assistant (EA) works under the direction of the Division Head.  The incumbent provides administrative support for the operational needs of the Division and the Division Head. The Executive Assistant provides clinical and administrative support to the Divisional Physicians.



This is not a complete list:

  • Maintains daily schedule, arranges meetings, travel/accommodation, committee meetings, etc. for the Division Head.
  • Screens incoming emails and calls. Evaluates nature and urgency of situations and either provides information or refers on.
  • Disseminate all pertinent information on behalf of the Division Head, Division of Nuclear Medicine and ensure all follow up is done in a timely fashion.
  • Liaise with Faculty of Medicine at the University of Ottawa, Medical Affairs, OHRI, educational institutions, granting agencies, government organizations, and industry on behalf of the Division Head.
  • Coordinates meetings and rounds and assists with preparation of agendas, records minutes, books venue, and catering.
  • Create and maintain the Divisional Physician On-Call schedule through Web MD and WebExchange.
  • Organize functions for Division members such as holiday parties, farewells, etc.
  • Process appropriate documentation for costs, accounts receivable/payable
  • Process stipends and honorariums for internal and external speakers/members as directed.
  • Coordinate division purchases: compile and submit expense claims
  • Orders office supplies and maintains office equipment.
  • Assists Division Head with the recruitment of physicians
  • May be required to assist with the coordination of the annual appointments processes and the external review process for the appointment/reappointment of the Division Head.
  • Works collaboratively within the Division of Nuclear Medicine to provide administrative support for special projects and divisional responsibilities, as required.
  • Coordinates clinic activities: Schedules clinic appointments; notifies patients of their appointments and addresses patient inquiries.
  • Coordinates follow up appointments with patients after their clinical visits.
  • Track and collect results for diagnostic tests ordered by physicians.
  • Coordinate clinical notes and lab results for physicians review and direction.
  • Answers phones, emails, check faxes and responds to messages in timely manner
  • 5-7 years previous related administrative experience, preferably Executive Assistant experience in a healthcare environment.
  • Intermediate knowledge of Email applications, MS Office, and Adobe.
  • Experience working with databases.
  • Excellent written communication, proofreading and editing skills required to draft or generate correspondence or documents.
  • Preferred knowledge and/or experience with Hospital processes and policies as well as professional licensing bodies and associations.
  • Ability to work and thrive in a team environment.
  • Good communication skills required to draft or generate correspondence or documents.
  • Strong interpersonal and verbal communication skills.
  • Initiative, dedication, tact and diplomacy.
  • Excellent organizational, prioritisation, and time-management skills required to coordinate multiple activities.
  • Experience coordinating travel, accommodation and expense claims
  • Experience coordinating meetings including preparing agendas, minute taking and dissemination, etc.
  • Must have ability to multi-task with an attention to detail, demonstrating organizational, prioritization, and time-management skills, as well as proven ability to meet deadlines.
  • Problem-solving skills.
  • Ability to work well with minimal supervision.
  • Ability to handle highly sensitive and confidential information.
  • Proficiency in speaking and comprehending both English and French (Level B+) is strongly preferred.

To apply for this exciting opportunity, please forward your resume and cover
letter, quoting the corresponding position title, by email at

IMPORTANT NOTICE: Support staff are employees of the hiring physician(s) or
Division. The Ottawa Hospital is the paymaster of our employees. Although our
employees have offices within the Ottawa Hospital, they are not employed by the
Ottawa Hospital.
The Department of Medicine is committed to the principle of equal opportunity in
its employment practices and to providing an environment free from
discrimination and harassment for all employees. The Department of Medicine
will, upon request, provide accommodations in accordance with the Accessibility
for Ontarians with Disabilities Act.

Employment Type
Beginning of employment
Job Location
501 Smyth Road, Ottawa, ON, Ontario, K1H 8L6, Canada
Working Hours
37.5 Hours per week
Base Salary
Valid through
May 15, 2023
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