Executive Assistant and Facilities Administration

Ontario Health | Santé Ontario; Toronto; Hybrid; CAD 60,000 - 100,000; Full time

Job summary

Join a forward-thinking organization dedicated to improving health outcomes. As an Executive Assistant, you'll support the Vice President by managing daily operations, coordinating meetings, and ensuring efficient office functioning. This role offers a unique opportunity to contribute to a collaborative team culture while enjoying comprehensive benefits, including health coverage from day one, a defined benefit pension plan, and a hybrid working model. If you're an organized professional with exceptional communication skills, this position is perfect for you to make a meaningful impact in the healthcare sector.

Benefits

Fully paid medical, dental and vision coverage

Health care spending account

Defined benefit pension plan

Three personal days annually

Three weeks vacation to start

Career development opportunities

Collaborative team culture

Wellness program

Hybrid working model

Qualifications

• 3+ years of experience in office administration, preferably in healthcare.
• Proficiency in MS Office, especially Teams, Outlook, and Excel.

Responsibilities

• Manage daily activities of the VP and maintain office efficiency.
• Prepare agendas and record action items for leadership meetings.

Skills

Organizational Skills

Communication Skills

Time Management

Problem-Solving

Interpersonal Skills

Education

Undergraduate Degree in Business Administration

Office Administration Diploma

Executive Secretary Program

Tools

MS Office Suite

Microsoft Teams

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Pour obtenir une traduction en français de l’offre d’emploi suivante, veuillez envoyer un courriel à [e-mail]. Les demandes seront traitées dans un délai de trois jours ouvrables et la période de dépôt des demandes sera prolongée de trois jours.

To obtain a French translation of the following job posting, please email [e-mail]. Requests will be addressed within three business days, and the application window will be extended by three business days.

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. How we work together is reflected through our five values: integrity, inspiration, tenacity, humility and care.

What Ontario Health offers:

Achieving your career goals is a priority to us. Benefits of working at Ontario Health may include the following based on employment type:

• 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 (for individual contributors), 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
  
  

Want to make a difference in your career? Consider this opportunity.

The Executive Assistant manages the day-to-day activities of the Vice President, ORN and TGLN. This position is responsible for supporting the work of the VP by carrying out a variety of tasks relative to office administration, planning, coordination, and scheduling as well as ensuring the smooth and efficient functioning of the VP’s office.

Here Is What You Will Be Doing

• Administer day-to-day activities of the VP and develop processes to ensure productive and efficient office operation.
• Maintain office efficiency by planning and implementing office furniture needs, building access, new hires onboarding, and procurement and supplier management (30-40%).
• Prepare agendas for various Leadership meetings; record and distribute action items to ensure follow-up on issues arising from meetings.
• Draft, edit, and proofread correspondence, reports, and presentations in a timely manner; edit and format documents to ensure accuracy of grammar and detail.
• Prepare non-routine letters and/or reports which may be highly sensitive and confidential in nature.
• Schedule and coordinate meetings, interviews, and events on behalf of the Vice President; ensure a manageable amount of travel, external meetings, events, etc.
• Plan and coordinate all aspects of meeting arrangements including logistics, IT requirements, refreshments, invitation lists, name badges, facilitation, etc.
• Act as the first point of contact for the VP, including primary contact and liaison with the Ministry, Senior Leadership Team, external stakeholders, institutions, and agencies.
• Demonstrate excellent judgment and integrity through protecting the confidentiality of all correspondence and information.
• Interact with Administrative Assistants and coordinators across Ontario Health and respond to requests with appropriate urgency and provide relevant information as needed.
  
  

Here Is What You Will Need To Be Successful

Education and Experience

• Undergraduate degree, diploma, or certificate in Business Administration, Office Administration, or an Executive Secretary program, or a combination of equivalent experience and education.
• Minimum of three (3) years of experience, preferably in the healthcare setting.
• Experience recording accurate minutes of meetings.
• Proficiency at an advanced level with MS Office suite of programs, specifically, Teams, Outlook, Word, Excel and PowerPoint.
  
  

Knowledge and Skills

• Exceptional organizational ability with superior attention to detail.
• Excellent event and time management skills with the ability and flexibility to prioritize multiple tasks and projects in a fast paced, results oriented environment.
• Highly developed interpersonal and teamwork skills with the ability to work effectively with all levels of staff, volunteers and external clients and stakeholders.
• Demonstrates superior oral and written communication skills.
• Excellent problem-solving and analytical skills.
• Strong work ethic and proven ability to practice a high level of confidentiality.
  
  

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

Employment Type

Permanent Full time

Contract Length

N/A

Salary Band

Band 3

External Application Deadline Date

May 18, 2025

All applicants must be a resident of Ontario to be considered for roles at Ontario Health.

Ontario Health encourages applications from candidates who are First Nations, Métis, Inuit, and urban Indigenous; Francophone; members of Black and racialized groups; 2SLGBTQIA+ communities; trans and nonbinary individuals; and people living with disabilities.

Ontario Health is an accessible employer, and we offer accommodation in all aspects of employment, including the recruitment process. If you require a disability related accommodation in order to participate in the recruitment process, please email [e-mail] and a member of the team will connect with you within 48 hours.