Administrative Assistant, Operations

Viewpoint; Canada; Hybrid; CAD 70,000 - 80,000; Full time

Job summary

Lifemark Health Group is seeking an experienced Administrative Assistant to support the Operations leadership team in a busy, hands-on role. You will manage calendars, travel, meetings and events, ensuring leaders remain organized and focused on leading the business.

The role requires 5+ years supporting senior leaders, exceptional organizational skills, independence, and comfort with AI tools to improve efficiency.

Qualifications

• 5+ years of experience supporting senior leaders or a busy leadership team.
• Excellent calendar, scheduling and organizational skills.
• Strong judgment and the ability to work independently.
• Anticipates needs and can manage multiple leaders with competing priorities.
• Discretion and good judgment with confidential information.

Responsibilities

• Manage calendars and scheduling across four Vice Presidents.
• Coordinate meetings and travel, including itineraries and accommodations.
• Prepare expense reports and administrative requirements.
• Organize agendas, distribute materials and track follow ups.
• Host visiting leaders and support teams at the North York office.

Skills

Calendar management

Communication

Independent work

Discretion

Tech savvy

Outlook

Teams

OneNote

Microsoft Office

ChatGPT

Tools

Outlook

Teams

OneNote

Microsoft Office

ChatGPT

Job description

Salary Range: $70,000.00 To $80,000.00 Annually

This is a full-time permanent hybrid opportunity based out of our North York office (243 Consumers Rd) 4 days a week and 1 day a week will be work from home.

Lifemark Health Group (LHG) is a market leader in customized healthcare solutions. With over 20 years of service excellence, LHG is one of the largest, most trusted, and most comprehensive providers in Canada. As a national healthcare company, LHG employs over 5,000 highly trained clinicians, medical experts and team members in almost 400 locations coast-to-coast and continues to grow both organically as well as through acquisitions.

We are looking for an experienced Administrative Assistant to support our Operations leadership team. This is a busy, hands on role for someone who is exceptionally organized, anticipates what needs to happen next and takes pride in making things run smoothly. You will manage the day to day logistics around our Operations leadership team, including calendars, travel, meetings, events and team activities. The goal is simple: keep our leaders organized, protect their time and make it easier for them to focus on leading the business.

What you’ll do:

• Manage calendars and scheduling across four Vice Presidents
• Coordinate meetings across a large and geographically dispersed organization
• Proactively identify and resolve scheduling conflicts
• Coordinate travel, accommodations and itineraries
• Complete expense reports and routine administrative requirements
• Help leaders stay ahead of upcoming meetings, commitments and deadlines
• Coordinate recurring Operations leadership meetings, planning sessions and off sites
• Own the logistics, including rooms, catering, technology, invitations and materials
• Help organize agendas and distribute materials in advance
• Coordinate follow ups and action items when required
• Host visiting leaders and teams when they are in the North York office

Support the Operations team experience:

• Coordinate team events, recognition activities, celebrations and engagement initiatives
• Help organize larger Operations meetings and leadership gatherings
• Be a visible and helpful point of contact for the Operations leadership team
• Work closely with other Executive Assistants and support teams across Lifemark
• Step in and solve the everyday logistical issues that inevitably come with supporting a large, busy team

What we’re looking for:

• 5+ years of experience supporting senior leaders or a busy leadership team
• Excellent calendar, scheduling and organizational skills
• Strong judgment and the ability to work independently
• Someone who anticipates needs rather than waiting to be asked
• Comfortable supporting several leaders with competing priorities
• Highly responsive, reliable and detail oriented
• Strong interpersonal and communication skills
• Discretion and good judgment with confidential information
• Tech savvy and curious about new tools, with strong proficiency in Outlook, Teams, OneNote and Microsoft Office
• Comfortable using AI tools such as ChatGPT to work smarter, improve efficiency and reduce administrative work
• Naturally looks for better ways to organize information, automate routine work and make the leadership team more efficient
• Comfortable working in a fast-moving environment where priorities can change quickly

You’ll be great in this role if...

You like being the person who knows what is happening, what needs to happen next and who needs to be where. You are naturally organized, calm under pressure and comfortable nudging senior people when something needs their attention. Most importantly, you get satisfaction from making a team run better. When you are doing your job well, four busy executives have more time to lead, meetings are organized, travel works, people know where they need to be and the Operations team feels well supported.

Inclusion

We are committed to creating an inclusive environment where people from all backgrounds can thrive. Improving inclusion and equity is a collective responsibility. Lifemark promotes equal employment opportunities for all job applicants, including but not limited to those self-identifying as a member of the employment equity groups: Indigenous peoples, Newcomers to Canada, Women, and Visible minorities.

Accommodation

Accommodations are available on request for all candidates taking part in any aspect of the recruitment and selection process. Email us at Talentatlifemark.ca