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Senior Executive Assistant

1 day ago

Toronto, Ontario, Canada Northwest Healthcare Properties REIT Full time

About Northwest Healthcare Properties REIT
Northwest Healthcare Properties REIT (TSX: NWH.UN) provides investors access to a portfolio of high-quality healthcare real estate located throughout major markets in the Americas, Europe, and Asia-Pacific. We invest and operate in some of the world's most dynamic, growing, and desirable urban centres in most of the largest and strongest healthcare markets. Focusing on the cure segment of the healthcare real estate spectrum, our properties range from core infrastructure hospitals and specialty hospitals to outpatient and ambulatory care centres, multi-tenant medical office buildings, rehabilitation centres, specialty clinics, and healthcare-related assets such as aged care, research, education, and life science properties.

Our thousands of tenants are typically either large, best-in-class hospital operators or healthcare practitioners, almost always supported by direct or indirect government funding. The demand for our healthcare partners' essential services, and the space to house these services, is expected to continue to increase with aging populations and increased urban migration.

Position Summary
Reporting directly to the CEO, the Senior Executive Assistant (EA) is a trusted partner and key enabler of the CEO's effectiveness. While formally reporting to the CEO, the EA also provides comprehensive, high-level support to both the CEO and CFO (together, "the Executives"), ensuring seamless coordination across the executive and finance functions.

The EA delivers confidential, executive-level support and serves as a critical liaison between the Executives, senior leadership, the Board of Trustees, investors, and internal and external stakeholders. The role demands exceptional judgement, organizational excellence, and discretion, with the ability to anticipate needs, drive efficiency, and enable the Executives to focus on strategic leadership.

To be successful, the EA must thrive in a fast-paced, complex environment, managing competing priorities while building strong, productive relationships across the organization.

Key Responsibilities
Executive Support & Coordination

  • Manage the Executives calendar of meetings, travel, and events, ensuring priorities are aligned with strategic objectives.
  • Anticipate and proactively prepare the Executives for meetings, presentations, and decision-making.
  • Coordinate logistics for internal and external meetings, investor calls, Board sessions, and corporate events.
  • Draft, edit, and prepare correspondence, reports, and presentations for the Executives.
  • Screen and manage incoming communications (email, phone, correspondence), prioritizing issues and responding on behalf of the Executives where appropriate.
  • Provide dedicated executive assistance to the Executives, including calendar management, meeting coordination, travel logistics, and preparation of briefing materials.

Board & Governance Support

  • Ensure the Executives are fully prepared for Board and committee meetings, anticipating requirements and providing timely information.
  • Assist in drafting and coordinating communications from the CEO to Board members, ensuring clarity, accuracy, and professionalism.
  • Act as a key liaison to the Board on behalf of the CEO, managing scheduling, logistics, and flow of information.
  • Coordinate with the CFO on preparation and distribution of financial and strategic materials for Board and committee meetings, ensuring accuracy and timeliness.

Operational & Financial Administration

  • Review, prepare, and reconcile the Executives' business expense reports; manage approvals and reimbursements.
  • Oversee payments and wire transfers requiring the Executives' approval, ensuring accuracy and compliance.
  • Support senior management expense reporting and, where required, liaise with Finance and Accounting teams on Executive-related matters.

Stakeholder Engagement & Communication

  • Act as the first point of contact and representative of the Executives with internal and external stakeholders.
  • Build strong relationships across all levels of the organization, ensuring smooth flow of communication and decision-making.
  • Maintain confidentiality, professionalism, and diplomacy in handling sensitive information and situations.

Project & Strategic Support

  • Support the Executives with special projects, initiatives, and strategic priorities, ensuring timely follow-up and execution.
  • Research, prepare background information, and provide insights to support the Executives decision-making.

Knowledge, Skills And Experience
Knowledge, Skills, and Experience

  • Minimum 7–10 years' experience supporting a CEO/CFO or C-Suite executive in a fast-paced, global or corporate environment.
  • Proven ability to manage complex schedules, travel, and stakeholder relationships.
  • Strong business acumen and ability to understand organizational priorities.
  • Excellent written and verbal communication skills, with ability to draft professional correspondence and prepare Board-level communications.
  • Highly proficient in MS Office (Word, Excel, PowerPoint, Outlook), video conferencing platforms, and Board management software (e.g., Diligent).
  • Strong judgment, discretion, and ability to handle confidential matters with integrity.
  • Exceptional organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously.
  • Proactive problem solver who anticipates needs and delivers results.
  • Demonstrated ability to operate independently, exercise initiative, and support senior executives under pressure.

Core Competencies

  • Strategic Partnering: Anticipates needs of Executives and ensures alignment with strategic goals.
  • Confidentiality & Integrity: Maintains trust while handling highly sensitive matters.
  • Relationship Management: Builds credibility with Board members, executives, and external stakeholders.
  • Adaptability: Thrives in a changing, fast-paced, and global environment.
  • Operational Excellence: Brings structure, efficiency, and consistency to executive office operations.

Salary Range

  • $105,000–$120,000 CAD per year.

Use of AI in Recruitment
Northwest Healthcare Properties does not use artificial intelligence (AI) to screen, assess, or select applicants. All hiring decisions are made by our People & Culture team and hiring managers.

Existing Vacancy Disclosure
This posting is for an existing vacancy within our organization.

Accommodation during Recruitment Process
Northwest Healthcare Properties REIT values diversity in the workforce, is an equal opportunity employer and welcomes applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Persons with disabilities who need accommodation during the application process or require job postings in an alternative format, kindly notify the Northwest People and Culture team