Executive Administrator

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.