Executive Assistant

1 month ago

Toronto, Ontario, Canada Ontario Health Full time
About the Role

At Ontario Health, we are seeking a highly skilled and experienced Executive Assistant to provide exceptional administrative support to our senior leadership team. As a key member of our team, you will be responsible for providing a high level of administrative support, ensuring the smooth operation of our office, and contributing to the achievement of our organizational goals.

Key Responsibilities
  • Provide 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.
  • Serve 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.
  • Manage 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.
  • Provide preliminary review, synopses, and compilation of materials prepared for the Executive's review, or in preparation of meetings.
  • Plan and oversee the scheduling of meetings, speaking engagements, and presentations and coordinate the preparation and/or compilation of background materials.
  • Complete a broad variety of administrative tasks, including managing an extremely active calendar of appointments.
  • Complete expense reports.
  • Compose and prepare correspondence that is sometimes confidential, arrange detailed travel plans, itineraries, and agendas, and compile documents for travel-related meetings.
  • Lead and participate on assigned projects by researching and summarizing topics on a variety of operational and other matters.
  • Attend meetings, working groups, and committees as part of a community of practice with other Executive Assistants across Ontario Health.
  • Manage day-to-day office operations, including budget administration.
  • Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks.
  • Prioritize conflicting needs, handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
  • Participate as an adjunct member of the Executive Team, including assisting in scheduling meetings and attending all meetings.
  • Assist in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
  • Facilitate cross-regional coordination of travel and outreach plans.
  • Ensure documents are kept updated and respond to requests for materials regarding the region in general.
  • Edit and complete first drafts for written communications to external stakeholders.
  • Edit all and create 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 public sector/non-profit organization within a highly demanding work environment with expertise in prioritizing and managing competing priorities and deadlines.
  • 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.
What We Offer

At Ontario Health, we offer a competitive compensation package, including a comprehensive benefits program, a defined benefit pension plan, and opportunities for career growth and development.

We are an equal opportunities employer and welcome applications from diverse candidates. We encourage applicants with accessibility needs to notify us if they have any accommodation needs in the application and/or interview process.

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