Executive Assistant

Phoenix; Toronto; On-site; CAD 60,000 - 90,000; Full time

Job summary

Phoenix, a leader in Canadian healthcare technology, is looking for a passionate Executive Assistant to support our co-CEOs in a fast-paced environment. This role will involve managing schedules, coordinating meetings and travel, and handling sensitive information. If you thrive in a dynamic environment and have strong organizational skills, we want to hear from you!

Benefits

Collaborative office culture

Impactful mission

Qualifications

• 5+ years of experience in an Executive Assistant or similar role.
• Fluent in English; proficiency in additional languages is a plus.
• High level of integrity and discretion with confidential information.

Responsibilities

• Provide executive-level administrative support to co-CEOs.
• Manage complex calendars and prioritize meetings.
• Coordinate domestic and international travel arrangements.

Skills

Organizational skills

Communication skills

Project management

Education

Bachelor’s degree or College Diploma

Tools

Google Workspace

Slack

Job description

What we're looking for:

We are seeking a highly organized and dynamic Executive Assistant to provide comprehensive support to our co-CEOs. This role will play a critical part in ensuring seamless day-to-day operations, enabling our leaders to focus on driving strategic initiatives that improve the Canadian healthcare environment with impactful technology. The ideal candidate will thrive in our dynamic, mission-driven environment where adaptability, attention to detail, and outstanding communication skills are essential. If you're passionate about making an impact in Canadian healthcare and excel at anticipating needs before they arise, we’d love to hear from you!

What you’ll do:

• Provide executive-level administrative support to our co-CEOs and senior leadership

• Manage complex calendars, prioritize conflicting meetings, and respond rapidly to scheduling requests

• Handle confidential information with discretion and professionalism

• Serve as the main point of contact for the executive office, managing corporate relationships and protocols

• Anticipate needs and take initiative to resolve routine matters or escalate urgent issues appropriately

• Coordinate and plan internal and external meetings, including agendas, presentations, logistics, and room bookings

• Support and sustain team communication channels and organize team-building events and special functions

• Provide senior-level secretariat support to committees or boards

• Coordinate complex international and domestic travel, including logistics and accommodations

• Prepare and track expense reports and manage related documentation

• Occasionally accompany the co-CEOs on trips and assist during meetings

• Support day-to-day operations and administrative functions across departments

• Maintain office supply budgets and oversee related spending

• Own and optimize digital filing systems and internal communication tools (e.g., Google Workspace, Slack)

• Assist with basic budget management including processing purchase orders, invoices, supplier billings, and cross-charges

• Liaise with internal stakeholders and external partners.\

• Draft, review, and edit correspondence, reports, presentations, briefing materials, and meeting minutes

• Act as a brand ambassador for Phoenix Digital Health, delivering a professional and consistent experience to all stakeholders.

What you’ll bring:

• 5+ years of experience in an Executive Assistant or similar role in a fast-paced corporate environment, supporting senior leadership and/or c-suite executives

• Bachelor’s degree or College Diploma required

• Proficiency in Google Workspace and virtual meeting platforms (Google Meet, Slack)

• Outstanding verbal and written communication skills; fluent in English (additional languages are a plus)

• Exceptional organizational skills with outstanding time management, multitasking, and prioritization skills

• High level of integrity and discretion when handling sensitive or confidential information

• Strong project management skills with the ability to follow through and meet deadlines

• Ability to work independently and collaboratively with cross-functional teams and stakeholders at all levels

• Demonstrates sound judgment, critical thinking, and a proactive, can-do attitude

• Willingness to work flexible hours, including evenings and weekends as needed

• Fast, accurate typing and general administrative efficiency

• Valid driver’s license

Why work at Phoenix?

• Impact & autonomy. You’ll work directly with passionate, experienced leaders who understand the ups-and-downs of the business and you'll have a real opportunity to shape the future at Phoenix

• Rewarding Mission. We're delivering the best healthcare experience to Canadians across the country

• Collaborative Culture. We are a growing elite team in Downtown Toronto. We love the tight feedback loop of working together in the office. If you've missed that in-person office experience, and love sharing strongly held opinions of the best lunch spot nearby, this is the role for you

Phoenix is an Equal Opportunity Employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, Phoenix will provide accommodations to applicants with disabilities throughout the recruitment, selection and/or assessment process. If selected to participate in the recruitment, selection and/or assessment process, please inform Human Resources staff of the nature of any accommodation(s) that you may require.

Thank you for your interest in joining the Phoenix team! While we are lucky to attract a high level of interest in each of our roles, only candidates selected for an interview will be contacted.