Executive Assistant

Job Description
The Executive Assistant, Finance and Digital Health supports the Vice President, Finance and CFO and Vice President, Digital Health and CIO. This pivotal role ensures seamless coordination, communication, and execution of executive functions, contributing directly to the hospital's mission of delivering exceptional care. As part of the Executive Assistant Team, you will also collaborate and share responsibility for supporting the collective needs of the team and across the Senior Leadership Team to uphold Mackenzie Health's values and foster a culture of excellence, professionalism, and service.

What must you have?

• Degree or Diploma in Business, Office Administration, Communications or related field.
• Minimum of 5 years demonstrated senior-level administrative experience preferably within a healthcare environment.
• Advanced experience supporting Board committees and governance functions.
• Proven ability to manage multiple priorities and workflows with precision and professionalism

What else do you bring?

• Extensive experience providing high-level administrative support to senior executives and coordinating the complex administrative functions of corporate and clinical governance committees, including agenda development, meeting logistics and follow-up.
• Highly proficient in drafting high level communications and minute-taking, with a demonstrated ability to produce clear, concise, and accurate meeting minutes that reflect key decisions, actions, and accountabilities in a timely manner.
• Exceptional experience with board-related communications, ensuring materials are organized, documents are tracked and departmental inputs are submitted on time acting as the primary point of contact for board meeting material.
• Extensive experience in preparing reports, presentations, and other financial documents for internal and external audiences.
• Highly proficient in tracking, reconciling, and managing executive level credit card statements and expense reports.
• Significant executive support experience, and a comprehensive understanding of financial terminology and reporting.
• Exceptional written and verbal communication skills, with the ability to draft professional correspondence, reports, and presentations tailored to a variety of audiences.
• Superior organizational and time management skills, with a proven ability to manage competing priorities, shifting deadlines, and high volumes of work with efficiency and poise.
• Strong multitasking ability, exercising sound judgment, tact, and discretion in handling sensitive information, complex inquiries, and high-level requests from both internal and external stakeholders.
• Proactive and solutions-oriented, demonstrating initiative and accountability while maintaining a high degree of accuracy and attention to detail in all aspects of administrative execution.
• Analytical and resourceful, with the capability to identify administrative inefficiencies, recommend improvements, and implement effective solutions independently.
• Exceptional critical thinking and problem-solving skills, with the ability to anticipate needs, manage ambiguity, and respond quickly to dynamic operational requirements.
• Conducts fact finding, literature/internet search, screens information and compiles reports and/or presentations
• Professional demeanor and polished interpersonal skills, enabling effective collaboration with cross-functional teams, physicians, staff, executives, and external partners at all levels.
• Customer-focused and adaptable, with a demonstrated commitment to service excellence and a respectful, inclusive approach in a fast-paced healthcare environment.
• Self-motivated, dependable, and flexible, capable of working independently with minimal supervision and adjusting to changing priorities when required.
• Advanced technical proficiency, including expert-level skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Office365), PollEverywhere, Sharepoint, UKG Dimensions, Electronic Document Management Systems and familiarity with virtual meeting platforms (e.g., MS Teams, Zoom).
• Proven attendance record.
• Demonstrates understanding and complies with patient and staff safety policies and procedures that foster a safe and inclusive environment for all.
• Ability to perform the essential duties of the job.
• Effectively uses empathy in interactions with others and demonstrates behaviours consistent with Mackenzie Health's Commitment to Caring.
• Models behaviour that is aligned with the values of Mackenzie Health – Excellence, Leadership and Empathy.
• Commitment to providing an exceptional experience for staff and clients within a challenging and exciting health care environment.
• You may be required to work at any site of Mackenzie Health

Mackenzie Health is an inclusive and equal opportunity employer committed to providing accommodations for applicants upon request at any stage of the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code.

We thank all applicants for their interest; however, only those under consideration for an interview will be contacted.