Executive Assistant

Who we are

At Heart & Stroke our mission is to promote health, save lives and enhance recovery. We are committed to a culture that exemplifies our core values: champion health, practice humility, embrace change, drive impact, learn and grow and be heartfelt as we work together to beat heart disease and stroke.

We believe in equity, diversity and inclusion ― it's embedded in our values and core mission work to support all people in Canada to lead healthier lives. We are committed to applying this principle to cultivate a welcoming environment that embraces diversity among our employees. Candidates from diverse backgrounds, including but not limited to, Indigenous peoples, racialized communities, 2SLGBTQIA+ communities, women, and people living with disabilities are encouraged to apply.

To learn more about our mission, values, commitment to EDI, and the difference Heart & Stroke makes in the lives of people in Canada at every age, please visit our website

The opportunity

H&S provides a hybrid work option for this position. While most work will be performed remotely, candidates must reside within the GTA to accommodate occasional travel to the Toronto office as business needs arise.

Step into the heart of strategic operations team as an Executive Assistant—a role designed for those who thrive on making a difference behind the scenes. Here, every day is an opportunity to showcase your superb communication skills, like coordinating multiple calendars or supporting the planning of a large scale team event. Your knack for building relationships and your professional presence will make you the go-to person for executives, senior leaders, and teams alike.

Reporting to the Senior Manager, Governance and Executive Administration, this position is perfect for someone who:

• Excels at multitasking and brings order to complexity, juggling calendars, meetings, and projects with ease.
• Values confidentiality and discretion, acting as a trusted partner in sensitive matters always acting with tact and strong judgment.
• Loves problem-solving and approaches challenges with an analytic mindset and attention to detail.
• Is digitally fluent, comfortable navigating the latest tools—from SharePoint and Excel to Zoom and MSTeams.
• Takes initiative and adapts quickly, thriving in a fast-paced environment where priorities shift and new concepts emerge daily.
• Builds connections—not just within the strategic operations team, but with other executive assistants across various cross functional departments

If you're ready to be the linchpin of executive success, bringing creativity, diplomacy, and a passion for excellence to every task, this is your chance to shine.

How you will make an impact every day

Administrative Support

• Provide senior-level administrative and confidential/discrete support to Executive leaders including calendar management, coordination of meetings, preparing meeting materials, travel arrangements and other administrative tasks
• Provide occasional administrative support to department senior leadership team (VP's)
• Support Executive leaders to navigate, facilitate and coordinate the development of key deliverables and review of materials for his/ her full portfolio (e.g., committees, planning, etc.)
• Support the planning and coordinating of administrative procedures and systems and devise ways to streamline processes.
• Manage electronic filing system, creating files and records as necessary using professional judgment and knowledge of office requirements, updating files and records, determining retention and purging, and retrieving files and documents as needed.
• On behalf of the Executive leaders, monitor leave requests from reporting staff and track team vacations.
• Process, record and track expenses and other contractual documents requiring approval for which the executive leaders and team is accountable
• Process purchase orders, supply orders, administrative claims and invoices for the team.
• Provide in-person or virtual meeting, and videoconference, support
• Coordinate with other staff to plan, organize and co- ordinate meetings and interdepartmental projects as required
• Support the coordination, planning and execution of organizational wide meetings
• Provide vacation coverage for other executive assistants as needed
• Handle designated administrative projects for the Executive leaders or SLT and keep project lead apprised of the progress and outcomes of such projects as required

Internal and External Relationship Management

• Act as first contact for Executive leaders by providing appropriate direction to requests while ensuring efficiencies in scheduling, and by responding with judgement, discretion and diplomacy
• Organize departmental and leadership meetings, coordinating agendas and materials and reach out to colleagues to ensure materials/requirements are met in desired timeframe.

• Liaise with other teams and volunteers as an ambassador of the office of the Executive leader

• Determine appropriate course of action, referral and or/ respond to inquiry calls or queries from internal and external stakeholders (e.g., employees, donors, senior volunteers, board members, vendors, organizations, etc.) ensuring that all such correspondence is handled professionally and in a timely manner

• Anticipate and support internal meetings, external meetings, including timely scheduling, pre- and post- documentation.Collaboratively provide assistance to other departments as appointed on a project basis

Who we need

Education

• Post-Secondary education with a focus on business administration

Experience

• 3-5 years relevant administration experience and coordination of similar activities for an executive office in a remote work environment
• Proven project coordination and/or management experience across a whole department/function
• Experience supporting confidential and senior-level decision-making, demonstrating discretion

Skills

• Professional telephone and email correspondence manner.
• Superb interpersonal skills along with outstanding verbal and written communication skills
• Knowledge of administrative processes, practices, and procedures and able to support adherence/compliance to corporate requirements, templates and policies
• Superior ability to maintain confidentiality at all times and display a high degree of discretion.
• Ability to take the initiative and be self-directed, assessing and determining priorities
• Knowledge or experience working in multi-level/matrix reporting organization
• Highly organized and able to multitask
• High attention to accuracy, detail and quality, with an analytic and problem-solving mindset
• Excellent organizational, interpersonal and relationship-building skills
• Ability to grasp new concepts quickly and respond in a fast-paced department is an asset
• Proficient in computer applications for administration and information management (i.e., SharePoint, Excel)
• Exceptional computer skills with sound working knowledge of all MS Office Suite applications (MS Word, PowerPoint, Microsoft Outlook)
• Digital fluency including demonstrated proficiency with web conferencing programs like Zoom, MS Teams, and the MS suite of programs.

What we offer

Heart & Stroke believes that time off is integral to the personal health and wellness of our employees. We offer paid wellness days and personal days. In addition, we provide health, medical, dental and vision benefits. Furthermore, our staff enjoy flexible hybrid working arrangements and support with reimbursement for mobile phones and home office set up.

Apply now

If you want to join the fight to beat heart disease and stroke while building an engaged and giving community, apply by December 15, 2025. Applicants must be currently residing in Canada, live in the GTA and be legally entitled to work in Canada.

To learn more about our mission, our values and the difference Heart & Stroke makes in the lives of people in Canada at every age, please visit our website.

We are committed to fostering an inclusive, barrier-free and accessible environment. If you have been contacted for an interview and require accommodation to participate in the recruitment and selection process, please advise and we will work with you. At this time, interviews are currently being conducted via phone or video call, so we look forward to 'virtually' meeting you

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