Executive Assistant and Operations Coordinator

Executive Assistant and Operations Coordinator; Toronto; On-site; CAD 68,000 - 75,000; Full time

Job summary

Downtown East Toronto Ontario Health Team (DET OHT) is seeking an Executive Assistant and Operations Coordinator to support the Executive Director, Core Group governance, and information systems. The role emphasizes calendar management, meeting logistics, and data/reporting across organizational databases and shared drives.

The successful candidate will coordinate multiple priorities in a collaborative environment, maintain confidential communications, and ensure alignment with strategic plans,

Qualifications

• College diploma or university degree in office/health administration or related field.
• 2–4 years of relevant administrative experience, preferably in healthcare or not-for-profit.
• Experience providing executive-level administrative support, calendar management and meeting prep.
• Experience supporting committees or governance meetings with agendas and minutes.
• Experience maintaining databases, shared drives, and organizational records.
• Understanding of equity, inclusion and community-informed approaches in health.

Responsibilities

• Provide executive-level administrative support to the Executive Director and Operations team.
• Coordinate Core Group meetings, agendas, materials and follow-up.
• Maintain databases, shared drives and filing systems for accuracy and access.
• Support project planning, workplans, timelines and status reporting.
• Plan and logistics for meetings and events, including registrations and catering.
• Prepare reports, communications and funding submissions in collaboration with teams.

Skills

Excel

Power BI

Tableau

Executive support

Calendar management

Stakeholder engagement

Data reporting

Education

College diploma or university degree in office administration or related field

Tools

Power BI

Tableau

SQL

SharePoint

Job description

Interested in joining the Downtown East Toronto OHT? We’re pleased to share this opportunity on behalf of the Downtown East Toronto Ontario Health Team (DET OHT). While this is not a position with Sherbourne Health, we’re helping spread the word to connect interested candidates with this exciting opportunity.

Summary Description

We are seeking a highly organized, proactive and detail-oriented Executive Assistant and Operations Coordinator to join our team.

This position plays an important role in supporting the day-to-day operations of DET OHT, with a particular focus on providing administrative support to the Executive Director, coordinating the activities of our Core Group (a leadership and governance body), and maintaining accurate, current and well-organized organizational databases and shared drives.

The successful candidate will be an excellent communicator, comfortable managing multiple priorities and skilled at coordinating people, information and activities in a collaborative environment.

Job Functions or Duties

Specific Accountabilities

Executive and Administrative Support

• Manage and maintain the Executive Director’s calendar, coordinating meetings, appointments and commitments, proactively identifying scheduling conflicts and supporting effective time management.

• Coordinate meeting arrangements, including scheduling, invitations, agendas, supporting materials and logistics.

• Serve as an administrative point of contact for the Executive Director and Operations Team, facilitating communication and timely follow-up with internal and external stakeholders.

• Prepare correspondence, presentations and other documents, while maintaining confidentiality and professionalism.

• Ensure projects align with the DET OHT Strategic Plan, Ontario Health priorities, Ministry requirements, funding agreements, privacy obligations and health equity commitments.

Core Group Liaison and Governance Coordination

• Serve as the primary administrative liaison for the DET OHT Core Group, supporting effective communication between members, the Executive Director and the Operations Team.

• Coordinate Core Group meetings, including scheduling, preparation and distribution of agendas, meeting packages and supporting materials.

• Record meeting minutes, document decisions, track action items and follow up on outstanding commitments.

• Maintain accurate and organized Core Group records and governance-related documentation.

Database, Shared Drive, and Information Management

• Maintain and regularly update organizational databases, shared drives and electronic information systems to ensure information is accurate, current, relevant and accessible.

• Organize and maintain electronic files, records and documents using consistent naming conventions and filing structures.

• Regularly review and update information, identifying outdated, duplicate or incomplete records and coordinating appropriate corrections or archiving.

• Support effective information sharing, document management and continuous improvement of administrative systems and processes.

Project and Operational Coordination

• Support project planning and coordination by maintaining workplans, tracking timelines, monitoring deliverables and following up on outstanding tasks.

• Coordinate meetings and activities involving internal teams, community partners and other stakeholders.

• Maintain project documentation, action logs and status reports to support timely completion of operational priorities.

• Assist with the coordination of events, meetings and program activities, including scheduling, participant communications, venue arrangements and logistics.

Meeting, Event, and Program Support

• Coordinate the planning and logistics for meetings, events and program activities, including scheduling, venue bookings, invitations, participant registration, catering, audiovisual equipment and room setup.

• Support the organization and delivery of in-person, virtual and hybrid meetings and events, working with internal teams, community partners and external vendors as required.

• Prepare and distribute meeting and event materials, including agendas, presentations, participant information and other supporting documents.

• Coordinate the purchasing, preparation and distribution of supplies, food and materials required for meetings, events and program activities.

• Provide administrative and logistical support during events and program activities to ensure their smooth delivery.

Financial, Communications, and Report Support

• Coordinate invoice collection, coding and submission, and follow up with the Operations and Finance Teams as required.

• Assist with purchasing, office supplies and other routine administrative processes.

• Prepare and distribute reports, presentations, newsletters and other communication materials in collaboration with relevant team members.

• Collect, organize and summarize information to support operational reporting, surveys and other information-gathering activities.

Qualifications:

Skill & Abilities

• College diploma or university degree in office administration, business administration, health administration or a related field is preferred, or an equivalent combination of education and experience.

• 2–4 years of relevant administrative experience, preferably in a healthcare, community health or not-for-profit setting.

• Experience providing executive-level administrative support, including calendar management, meeting coordination and preparation of professional correspondence and documentation.

• Experience supporting committees, working groups or governance-related meetings, including preparation of agendas, minutes, meeting materials and follow-up on action items.

• Experience maintaining databases, shared drives, electronic filing systems and organizational records to ensure information is accurate, current and accessible.

• Familiarity with Toronto’s diverse communities, including the experiences and needs of marginalized and underserved populations, is an asset.

• Understanding of community health priorities, integrated care and collaborative health system initiatives is an asset.

Knowledge & Experience

• Experience with KPIs, measurement frameworks, dashboards, scorecards, and evaluation tools.

• Strong understanding of healthcare performance management and system transformation.

• Advanced skills in:

• Microsoft Excel

• Power BI/Tableau or similar visualization tools

• Microsoft Office Suite

• data reporting platforms

• Experience with SQL, statistical tools, or health datasets considered an asset.

• Excellent executive-level writing skills, including reports, briefing notes, presentations, and funding submissions

• Ability to communicate complex data concepts to non-technical audiences

• Strong facilitation and stakeholder engagement skills.

• Ability to manage ambiguity, competing priorities, and evolving system needs.

• Demonstrated commitment to equity, inclusion, and community-informed approaches

Additional Skills

• Strategic thinking and systems perspective

• Data-driven decision making

• Performance improvement mindset

• Relationship building and influence

• Change leadership.

• Problem solving and critical thinking

• Proficient English language skills – both oral and written.

• Executive communication

• Adaptability and innovation

Conditions

• Offer of employment is contingent upon satisfactory outcome of background checks i.e., professional references, education verification, criminal background check, and vulnerable sector check.

• Understands and works within the Occupational Health and Safety Act (OHSA), Personal Health Information Protection Act (PHIPA), Accessibility for Ontarians with Disabilities Act (AODA), the Ontario Human Rights Code and other relevant legislation.

• Demonstrates a commitment to a healthy and safe workplace for self and others (staff, patients, families, etc.) by taking all reasonable precautions and working in compliance with SHC related policies, health and safety legislation and best practices.

Organization:Downtown East Toronto Ontario Health Team

Role:Executive Assistant and Operations Coordinator

job ID #: DETOHT EAOC -26-1030

reports to:Executive Director and Manager,Operations and Population Health, DET OHT

salary: $68,000 – $75,000 per annum

status:(Non-Union)Contract, Full-Time(Contract,1 year with a possibility of extension)

hours:37.5hours per week

Vacancy: 1