Executive Assistant, Chief of Staff

Executive Assistant, Chief of Staff & Corporate Secretary (B4) Join to apply for the Executive Assistant, Chief of Staff & Corporate Secretary (B4) role at HOOPP (Healthcare of Ontario Pension Plan) Why You’ll Love Working Here high-performance, people-focused culture our commitment that equity, diversity, and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security competitive, 100% company-paid extended health and dental benefits for permanent employees, including coverage supporting our team's diversity and mental health (e.g., gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year, parental leave top‑up, and a health spending account) optional post‑retirement health and dental benefits subsidized at 50% yoga classes, meditation workshops, nutritional consultations, and wellness seminars the opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers Job Summary The Executive Assistant (“EA”) provides proactive, high-level administrative and organizational support to the Chief of Staff & Corporate Secretary (“COS/CS”) and her direct reports. This role ensures seamless coordination of the executive’s activities through effective scheduling, communication, and workflow management — all delivered with professionalism, discretion, and sound judgment. Working closely with the Board Coordinator and the CEO’s Executive Assistant, the EA aligns actions and priorities across the COS/CS’s areas of responsibility to ensure coordination and continuity within the Office of the CEO. What You Will Do Manage and prioritize the COS/CS’s calendar, correspondence, travel, and meetings. Provide administrative and scheduling support to the COS/CS’s direct reports. Manage deadlines, meetings, and commitments to ensure the COS/CS is always fully prepared. Provide proactive support and anticipate needs, priorities, and potential challenges before they arise. Partner closely with the Board Coordinator and the CEO’s Executive Assistant to synchronize deliverables, align priorities, and ensure seamless coordination of meetings, communications, and events. Coordinate information, tasks, and logistics, and proactively streamline the COS/CS’s schedule and workflow. Prepare and format agendas, briefing materials, and documentation for meetings with the CEO, Board of Trustees, and Executive Team. Act as recording secretary for management-level committee meetings: draft agendas, record and distribute minutes, track action items, and maintain accurate records in compliance with governance standards. Implement and manage digital tools (e.g., Microsoft Planner, Teams, SharePoint) to track meetings, actions, and deliverables. Develop and enhance administrative procedures to increase efficiency and effectively support the COS/CS. Support enterprise initiatives led by the COS/CS, tracking progress and ensuring timely completion of follow‑ups. Manage expense processing and other administrative processes. Maintain the highest level of confidentiality and professionalism in all matters, demonstrating dedication to upholding the organization’s values of accountability, compassion, and trustworthiness. What You Bring Post‑secondary education in Business Administration, Office Management, or equivalent experience. Minimum of 7 years of executive administrative experience in a corporate environment. Advanced proficiency with Microsoft 365 (Outlook, Planner, Teams, Excel, SharePoint). Exceptional communication, writing, organizational, and interpersonal skills. Demonstrated experience in corporate governance, including preparation of correspondence, reports, presentations, and minutes. Proven ability to handle confidential information with discretion and sound judgment. Strong problem‑solving, multitasking, and project coordination abilities. Demonstrated commitment to accuracy, timeliness, and exceptional attention to detail, with a proactive approach to identifying and implementing process improvements. Energetic, adaptable, and solution‑oriented, with a strong work ethic. Seniority level Executive Employment type Full‑time Job function Administrative Referrals increase your chances of interviewing at HOOPP (Healthcare of Ontario Pension Plan) by 2x #J-18808-Ljbffr