Executive Assistant

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

Job summary

An established industry player is seeking a Full-Time Executive Assistant to support senior leadership in a dynamic healthcare environment. This role is pivotal for ensuring smooth office operations and managing schedules, requiring exceptional organizational and communication skills. The ideal candidate will thrive in a fast-paced setting, demonstrating proactive initiative and a commitment to confidentiality. Join a dedicated team focused on revolutionizing healthcare and enjoy competitive benefits, including a defined benefit pension plan. This is an exciting opportunity to contribute to shaping the future of women's health in Ontario.

Benefits

Competitive Benefits

Defined Benefit Pension Plan (HOOPP)

Qualifications

• 5+ years supporting senior leadership, preferably in healthcare or research.
• Experience with physician credentialing and reappointment processes is preferred.

Responsibilities

• Provide executive support, manage calendars, and coordinate workflows.
• Prepare and review confidential materials, including reports and contracts.

Skills

Organizational Skills

Communication Skills

Problem-Solving Skills

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 (WCH) is an academic, ambulatory care hospital in Ontario dedicated to women's health, health equity, and health system solutions. If you're eager to join a team revolutionizing healthcare, consider an institution that fosters innovation, discovery, and systemic thinking. WCH values equity, quality, and patient safety as core professional principles.

Our roadmap, Healthcare Revolutionized 2030, underscores our commitment to providing equitable, accessible, and top-tier healthcare for all. We aim to meet individuals where they are in their healthcare journey, partnering with them to achieve optimal health outcomes. We are poised to accelerate our initiatives and propel healthcare system transformation.

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

Position Overview

We are seeking a Full-Time Executive Assistant reporting to the Vice President of Academics, the Vice President of Medical Affairs and Systems Transformations, and the Lead Medical Executive. The role is vital for ensuring efficient office operations and supporting the Vice Presidents in managing their demanding schedules and priorities.

The Executive Assistant will provide confidential, advanced administrative support to the Offices of Academics and Medical Affairs, working independently with minimal supervision. The role requires professional interaction with stakeholders, upholding confidentiality and professionalism. The ideal candidate will have strong organizational skills, proactive initiative, and the ability to work closely with other administrative staff.

Key Responsibilities

1. Provide executive support, including decision-making related to escalation, delegation, and access based on priorities.
2. Manage calendars, schedule appointments, and coordinate workflows and meetings.
3. Support the Medical Affairs Office, including physician privileging, credentialing, and maintaining related records.
4. Assist with the physician reappointment cycle and maintain relevant databases.
5. Support external reviews and departmental search committees.
6. Prioritize and complete multiple tasks efficiently, managing shifting priorities.
7. Handle inquiries via phone, email, and in person, providing information and referrals.
8. Prepare and review confidential materials, including correspondence, reports, invoices, and contracts.
9. Support committee activities, including minute-taking, agenda preparation, and follow-up.
10. Coordinate workflow for meetings, reporting, and deadlines, including budget and reporting processes.
11. Knowledge of physician credentialing and reappointment processes is preferred.
12. Perform other duties as assigned.

Qualifications

• Undergraduate degree in a related field.
• Minimum of 5 years supporting senior leadership, preferably in healthcare or research.
• Experience with physician credentialing and reappointment processes is preferred.
• Proficiency with MS Office, MS Teams, SharePoint, Zoom, and related technology tools.
• Strong attention to detail, multitasking, analytical, and problem-solving skills.
• Excellent communication skills, both written and verbal.
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong time management skills and the ability to prioritize effectively.
• Understanding of financial concepts and technical systems is advantageous.
• Commitment to confidentiality and professional standards.

Why Choose Us?

• Join a dedicated team committed to excellence.
• Contribute to shaping the future of healthcare.
• Enjoy competitive benefits and a defined benefit pension plan (HOOPP).

WCH is affiliated with the University of Toronto and values diversity and inclusion. We encourage applications from all qualified individuals and provide accommodations throughout the hiring process as per our policies.