Executive Assistant and Facilities Administration

Ontario Health | Santé Ontario; Toronto; Hybrid; CAD 55,000 - 75,000; Full time

Job summary

Ontario Health is seeking an Executive Assistant to manage the VP's office activities, ensuring smooth operations and effective communication. The role involves administrative support, meeting coordination, and maintaining office efficiency. Join a collaborative team with a commitment to health and wellness.

Benefits

Fully paid medical, dental, and vision coverage

Health care spending or wellness spending account

Premium defined benefit pension plan

Three personal days and two float days annually

Three weeks’ vacation to start

Career development opportunities

Collaborative, values-based team culture

Wellness program

Qualifications

• Minimum three years of relevant experience, preferably in healthcare.
• Experience recording accurate meeting minutes.

Responsibilities

• Manage daily activities of the VP and develop efficient office processes.
• Coordinate meetings, interviews, and events, including logistics.
• Draft, edit, and proofread correspondence and reports.

Skills

Organizational Skills

Time Management

Communication

Problem Solving

Analytical Skills

Education

Undergraduate degree or diploma in Business Administration

Tools

MS Office Suite

Job description

Executive Assistant and Facilities Administration

Join to apply for the Executive Assistant and Facilities Administration role at Ontario Health | Santé Ontario

At Ontario Health, we are committed to developing a strong organizational culture that connects and inspires all team members across the province. Our vision is that together, we will be a leader in health and wellness for all. Our mission is to connect the health system to drive improved and equitable health outcomes, experiences, and value. We value integrity, inspiration, tenacity, humility, and care.

What Ontario Health offers:

• Fully paid medical, dental, and vision coverage from your first day
• A health care spending or wellness spending account
• A premium defined benefit pension plan
• Three personal days and two float days annually
• Three weeks’ vacation to start (increasing to four weeks after two years)
• Career development opportunities
• A collaborative, values-based team culture
• A wellness program
• A hybrid working model
• Participation in Communities of Inclusion

Role Overview:

The Executive Assistant manages the day-to-day activities of the Vice President, ORN and TGLN. Responsibilities include supporting office administration, planning, coordination, scheduling, and ensuring the smooth functioning of the VP’s office.

Key Responsibilities:

• Administer daily activities of the VP and develop processes for efficient office operation.
• Maintain office efficiency through planning and implementing furniture needs, building access, onboarding, procurement, and supplier management.
• Prepare agendas, record, and distribute meeting action items.
• Draft, edit, and proofread correspondence, reports, and presentations.
• Prepare sensitive and confidential non-routine letters and reports.
• Coordinate meetings, interviews, and events, including logistics and IT requirements.
• Act as the primary contact for the VP, liaising with stakeholders and external partners.
• Protect confidentiality and demonstrate sound judgment.
• Collaborate with administrative staff across Ontario Health and respond to requests appropriately.

Qualifications:

• Undergraduate degree or diploma in Business Administration, Office Administration, or related field, or equivalent experience.
• Minimum three years of relevant experience, preferably in healthcare.
• Experience recording accurate meeting minutes.
• Proficiency in MS Office Suite, especially Teams, Outlook, Word, Excel, PowerPoint.

Skills:

• Exceptional organizational skills with attention to detail.
• Strong event and time management skills, with flexibility to prioritize tasks.
• Excellent interpersonal and teamwork skills.
• Superior oral and written communication skills.
• Strong problem-solving and analytical skills.
• High level of confidentiality and work ethic.

Location: GTA, Ontario (hybrid; subject to change)

Employment Type: Permanent Full-time

Application Deadline: May 18, 2025