Executive Secretary to Administration

POSITION SUMMARY:

The Executive Secretary to Administration will provide high-level administrative, executive, governance, and confidential support to Administration primarily to Human Resources.

QUALIFICATIONS & EXPERIENCE:

• Completion of a post-secondary certificate or diploma in Office Administration, Executive Administration, Business Administration, or a related field.
• An equivalent combination of education and relevant experience may be considered.
• Additional training in Human Resources, labour relations, governance, or records management would be considered an asset.

• Minimum of 3–5 years of progressively responsible administrative experience, preferably supporting senior management or executives.
• Experience maintaining confidential records and handling sensitive information.
• Experience in a healthcare, professional services, or unionized environment would be preferred.

RESPONSIBILITIES:

Confidential Administration and HR support

• Type and format confidential management correspondence and reports.
• Prepare draft employment letters, organizational announcements, and management documentation at the direction of the Operations/HR Manager.
• Organize confidential files relating to employee relations, investigations, performance management, and disciplinary matters.
• Take part in interviews and conduct reference checks.
• Assist with assembling documentation for grievances, arbitration, collective bargaining, and employment-related legal matters.
• Maintain restricted access to HR records and confidential document registers.
• Track probation review dates, uniform allowance, and benefit eligibility and other management deadlines.
• Help with onboarding of new employees.

Executive coordination

• Coordinate follow-up on management projects and decisions.
• Coordinate physician meetings, administrative initiatives, special events, and management communications.
• Act as the central administrative contact for the Administration team.

Management projects and office coordination

• Coordinate special projects assigned by Administration.
• Assist the Privacy and Health Information Officers (PHIA Officers) with investigations by gathering relevant information, organizing documentation, maintaining confidentiality, and supporting follow-up actions as directed.
• Serve as the first point of contact for administrative staff regarding day-to-day operational questions, concerns, and issues.
• Provide initial troubleshooting and guidance to resolve routine matters independently where appropriate, escalating unresolved or complex issues to the appropriate department, including Human Resources, Nursing, Information Technology, Payroll, Accounts Receivable/Accounts Payable, or the Chief Executive Officer (CEO).
• Assist with onboarding documentation for management and administrative positions.
• Coordinate office supplies, administrative resources, and vendor appointments for the Administration office.
• Help standardize forms, templates, procedures, and record keeping systems.

Financial Coordination

• Coordinate and monitor administrative billing processes for Brandon Clinic.
• Review billing summaries, reconciliation reports, outstanding balances, and exception reports to identify discrepancies, trends, and items requiring management attention.
• Maintain a centralized record of billing issues, follow-up requirements, outstanding items, and resolution status.
• Coordinate the implementation and documentation of approved billing procedures, internal controls, and workflow improvements.
• Assist Administration with reviewing billing practices, identifying opportunities to improve accuracy and efficiency, and escalating material financial or compliance concerns.
• Maintain the confidentiality and security of financial records and patient information in accordance with applicable privacy legislation and clinic policies.
• Perform other related executive and financial coordination duties as assigned by the CEO or Operations/HR Manager.