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Executive Assistant

2 months ago

Toronto, Ontario, Canada Ontario Health Full time
Job Title: Executive Assistant

At Ontario Health, we are committed to developing a strong organizational culture that connects and inspires all team members across the province. Our vision is that together, we will be a leader in health and wellness for all. Our mission is to connect the health system to drive improved and equitable health outcomes, experiences, and value. How we work together is reflected through our five values: integrity, inspiration, tenacity, humility, and care.

What We Offer

We offer a comprehensive benefits package, including fully paid medical, dental, and vision coverage from your first day, a health care spending account, a premium defined benefit pension plan, and a hybrid working model. We also offer career development opportunities, a collaborative values-based team culture, wellness programs, and participation in Communities of Inclusion.

Job Summary

The Executive Assistant will provide executive services, support, and serve as the primary point of contact for internal and external stakeholders on all matters. This role requires strong work tenure, with 5 to 10 years of experience supporting C-Level Executives, preferably in a public sector or non-profit organization. The ideal candidate will have expertise in prioritizing and managing competing priorities and deadlines, as well as experience and interest in internal and external communications and partnership development.

Key Responsibilities
  • Provides executive services to ensure timely and accurate information is prioritized, researched, analyzed, and summarized to ensure the executive is kept apprised of issues, operations, and activities of the functional area.
  • Serves as the focal point of contact between the Executive and Ontario Health leadership and stakeholders across the health system to manage corporate linkages and protocols.
  • Manages the flow of communications to and from the office to facilitate the prioritization, coordination, and delegation of requests for information and to ensure the Executive is properly briefed in all significant matters.
  • Provides preliminary review, synopses, and compilation of materials prepared for the Executive's review, or in preparation of meetings.
  • Plans and oversees the scheduling of meetings, speaking engagements, and presentations and coordinates the preparation and/or compilation of background materials.
  • Completes a broad variety of administrative tasks, including managing an extremely active calendar of appointments.
  • Completes expense reports.
  • Composes and prepares correspondence that is sometimes confidential, arranges detailed travel plans, itineraries, and agendas; and compiles documents for travel-related meetings.
  • Leads and participates on assigned projects by researching and summarizing topics on a variety of operational and other matters.
  • Attends meetings, working groups, and committees as part of a community of practice with other Executive Assistants across Ontario Health.
  • Manages day-to-day office operations, including budget administration.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
  • Participates as an adjunct member of the Executive Team, including assisting in scheduling meetings and attending all meetings.
  • Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
  • Facilitates cross-regional coordination of travel and outreach plans.
  • Ensures documents are kept updated and responds to requests for materials regarding the region in general.
  • Edits and completes first drafts for written communications to external stakeholders.
  • Edits all, and creates acknowledgement letters to external stakeholders.
Requirements
  • Graduation from a college or university, or equivalent education and experience.
  • Strong work tenure: 5 to 10 years of experience supporting C-Level Executives, preferably in a public sector or non-profit organization.
  • Experience and interest in internal and external communications and partnership development.
  • Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms.
  • Knowledge of executive office protocols and administrative systems within a government environment.
  • Political acuity and effective stakeholder management skills.
  • Skilled in managing work processes, adapting procedures, and providing optimal services.
  • Flexibility and an ability to work with tight timelines.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and external and internal stakeholders.
  • Expert-level written and verbal communication skills.
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Emotional maturity.
  • Highly resourceful team-player, with the ability to also be extremely effective independently.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
  • Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
  • Forward-looking thinker, who actively seeks opportunities and proposes solutions.
Employment Type

Permanent Full-time

Paygrade

3

Location

Ontario (currently hybrid; subject to change)

All applicants must be a resident of Ontario to be considered for roles at Ontario Health.

We encourage applicants with accessibility needs to notify us if they have any accommodation needs in the application and/or interview process.