Executive Assistant

Women’s College Hospital; Toronto; On-site; CAD 60,000 - 90,000; Full time

Job summary

An innovative healthcare institution is seeking a dedicated Executive Assistant to support senior leaders in delivering exemplary care. This role is vital for ensuring smooth office operations and requires strong organizational and multitasking skills. The successful candidate will engage with various stakeholders, manage schedules, and handle confidential materials, all while promoting safe practices. Join a team committed to shaping the future of healthcare in a supportive and inclusive environment, where your contributions will make a significant impact on patient care and operational excellence.

Benefits

Competitive Benefits

Defined Benefit Pension Plan (HOOPP)

Qualifications

• 5+ years supporting senior leaders, preferably in healthcare.
• Experience with physician credentialing and reappointment processes preferred.

Responsibilities

• Providing executive support and managing calendars.
• Coordinating physician privileging and maintaining records.
• Preparing confidential materials and reports.

Skills

Organizational Skills

Multitasking

Verbal Communication

Written Communication

Analytical Skills

Problem-Solving

Attention to Detail

Time Management

Education

Undergraduate Degree in a Related Field

Tools

MS Office

MS Teams

SharePoint

Zoom

Job description

Women's College Hospital, Toronto, Ontario, Canada

Job Description

Women's College Hospital (WCH) is an academic, ambulatory care hospital in Ontario focusing on women's health, health equity, and health system solutions. We invite you to join a team dedicated to innovation, discovery, and system thinking. Committed to equity, quality, and patient safety, WCH strives to provide equitable, accessible healthcare for all, meeting patients where they are and partnering with them to achieve their health goals.

Applicants must reside and be legally eligible to work in Ontario.

We currently have an exciting full-time opportunity for an Executive Assistant, reporting to both the Vice President, Academics, and the Vice President of Medical Affairs and Systems Transformations, as well as the Lead Medical Executive.

The Executive Assistant will ensure the efficient operation of the office and assist the Vice Presidents in managing their schedules and priorities. The role involves providing confidential administrative support, independently managing tasks, and interacting professionally with stakeholders while maintaining high standards of confidentiality and professionalism. The successful candidate will demonstrate strong planning, organizational, and multitasking skills and will proactively support office functions, working closely with other administrative staff.

Job Responsibilities include, but are not limited to:

• Providing executive support, including decision-making related to escalation, delegation, and access based on priorities.
• Managing calendars, scheduling appointments, and supporting workflow and meeting arrangements.
• Coordinating physician privileging, credentialing, reappointment processes, and maintaining related records.
• Supporting external reviews, department searches, and maintaining physician appointment databases.
• Responding to inquiries via phone, email, and in person, providing information and referral as appropriate.
• Preparing confidential materials, correspondence, reports, invoices, and presentations.
• Supporting committee activities, including minute-taking, agenda preparation, and follow-up on action items.
• Managing workflow to meet internal and external deadlines, including budget and reporting processes.
• Other duties as assigned.

As a role model and champion, you will promote safe practices and contribute to delivering exemplary care. The listed responsibilities are representative and not exhaustive.

Qualifications:

• Undergraduate degree in a related field.
• Minimum of 5 years supporting senior leaders, preferably in healthcare or medical research.
• Experience with physician credentialing and reappointment processes is preferred.
• Knowledge of Clinician Management and Reappointment System (CMaRS) is preferred.
• Proficiency in MS Office, MS Teams, SharePoint, Zoom, and related technology tools.
• Experience working with spreadsheets, reports, and financial data.
• Attention to detail, strong multitasking, analytical, and problem-solving skills.
• Excellent verbal and written communication skills.
• Ability to work independently and collaboratively, managing multiple priorities effectively.
• Strong time management skills and the ability to meet deadlines in a fast-paced environment.
• Ability to understand technical financial concepts and act independently to resolve issues.
• Commitment to maintaining confidentiality and demonstrating professional behavior.

Why Join Us?

• Be part of a dedicated team committed to excellence.
• Help shape the future of healthcare in a supportive environment.
• Enjoy competitive benefits and a defined benefit pension plan (HOOPP).

WCH values diversity and inclusivity, encouraging applications from Indigenous peoples, persons with disabilities, members of sexual minority groups, racialized groups, women, and others who contribute to our community's diversity. Accommodations are available throughout the hiring process upon request.