Executive Assistant and Operations Coordinator, DET OHT

Sherbourne Health; Toronto; On-site; CAD 68,000 - 75,000; Full time

Job summary

A leading health organization in Toronto is seeking an Executive Assistant and Operations Coordinator to provide essential administrative support to the Operations Team. The ideal candidate will possess strong communication and organizational skills, contributing to effective operations and seamless care delivery. This full-time, contract role requires a proactive individual who thrives in a fast-paced, diverse environment, with opportunities for professional development and work-life balance.

Benefits

Membership in Healthcare of Ontario Pension Plan (HOOPP)

Up to four weeks of vacation per year

Extended healthcare and dental package

Generous professional development plan

Qualifications

• 1-3 years administrative experience, preferably in a health care or nonprofit setting.
• Familiarity with Toronto’s diverse communities.
• Excellent written and verbal communication skills.

Responsibilities

• Acts as the administrative point of contact between the Operations Team and stakeholders.
• Manages the Executive Director’s calendar and meeting schedules.
• Prepares reports and maintains office supplies inventory.

Skills

Organizational Skills

Communication

Problem Resolution

Time Management

Education

College diploma or University degree in office management or administration

Tools

Microsoft Office Suite

Job description

job title: Executive Assistant and Operations Coordinator

job ID #: DETOHT EAOC 25-0702

department: Downtown East Toronto Ontario Health Team

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

salary: $68,000 – $75,000 per annum

status: Full-Time, Contract (One year contract with possibility of extension)

hours: 37.5 hours per week

Vacancy: 1

background:

The Downtown East Toronto Ontario Health Team (DET OHT) is a group of 45 health and social service provider organizations (Team Members) who have deep roots in the community and is committed to creating an integrated system of care. The vision of the DET OHT is to provide our community with seamless access to inclusive, high quality, and responsive care through one connected system of diverse providers and community members who enthusiastically embody holistic approaches to improving population and individual health and well-being. The DET OHT’s work is centered on key principles to bring this vision forward including: Client and Family Centered Care; Health Equity; Diversity, Equity and Inclusion; Transparent Collaboration; Quality Improvement; and Responsive Leadership.

about the role:

The Executive Assistant and Operations Coordinator provides professional, organizational, and administrative services to the DET OHT Executive Director and Operations Team. They will work directly with the Operations Team and be responsible for performing a number of administrative and operational duties. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced non-profit environment.

Scope of the Mandate:

The Executive Assistant and Operations Coordinator will contribute directly to the DET OHT mandate by working as a crucial part of our Operations Team to facilitate communication, provide administrative support and execute planning. We are looking for an individual who takes initiative to expedite the details, thus enabling DET OHT’s leaders to achieve organizational directives. As a valued team member, they will be the foundation for strong performance, efficient processes, and successful outcomes. They will be motivated by helping others, organizing, and working as part of a team.

The position acts as a central resource and communication link for the DET OHT Operations Team and facilitates the flow of information and the completion of projects. Activities are undertaken in a proactive and timely manner to ensure accuracy and high standards of service.

They will be able to adapt to a variety of systems and processes and assist with the creation of various reports. Required materials are maintained and distributed as required. The position involves considerable multi-tasking and an ability to set priorities when under pressure.

we believe in work-life balance and offer:

• A competitive salary.
• Membership in Healthcare of Ontario Pension Plan (HOOPP).
• Up to four weeks of vacation per year (to start).
• Up to four personal days per year.
• An extended healthcare and dental package.
• An employee assistance plan.
• A generous professional development plan: up to $1300 to be used towards learning activities.
• Up to six fully paid professional development days per year – related to position/responsibilities.

day to day responsibilities:

The responsibilities of the Administrative and Operations Assistant for the Downtown East Toronto Ontario Health Team includes:

• Acts as the administrative point of contact between the Operations Team and internal/external stakeholders.
• Manages and maintains the Executive Director’s calendar
• Handles DET OHT Operations Team’s requests and queries promptly and appropriately.
• Creates capacity for the DET OHT Operations Team by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating communications.
• Maintains and supports project and operational scheduling by planning and scheduling meetings, conferences, teleconferences, travel, events, etc.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Maintains confidence and protects operations by keeping information confidential.
• Prepares reports by collecting and analyzing information.
• Provides historical reference by developing and utilizing filing and retrieval systems, recording meeting discussions.
• Maintains office supplies inventory (i.e. hard supplies or virtual tools such as software) by checking stock to determine inventory levels, anticipating needed supplies, evaluating new office products, placing and expediting orders for supplies, verifying receipt of supplies.
• Maintains the cleanliness and order of the Shared Drive.
• Prepares and distributes agendas, minutes and other materials for important meetings i.e. Powerpoint slide presentations, email communications, or graphical data
• Arranges virtual meeting rooms, meals and other on-site logistics for in person meetings
• Supports delivery of events, which may include researching and booking a venue, arranging set up (audio, tables, etc.), invitations, coordinating participants and scheduling, etc.
• Orders food supplies for programs and occasionally purchases material from the store.
• Follows up with staff for time and attendance documentation when required.
• Ensures collection of invoices and ensures invoices are correctly coded and submitted to the Operations Team and finance team following finance department timelines.
• If required, liaises with the Operations Team and finance department to follow-up on processing of payments.
• Assists in coordination and creation of promotional materials for events and the Operations Team including newsletters, posters, flyers etc., in collaboration with Communications.
• Maintains, and distributes relevant policy and procedures manuals, handbooks, promotional materials and reports as directed.
• Coordinates collection of information for written materials including reports, manuscripts, web site information, appropriate press releases and presentation materials as assigned
• Gathers and provides statistical data from reports on a scheduled basis and as requested.
• Additional Duties as required by the Senior Management and Operations Team.

Research Skills

• Review and synehtesize peer-reviewed and grey literature, and analyze internal documents and databases related to project needs.
• Conduct a thorough environmental scan to assess primary care needs for the target population.
• Developing data collection methods, including survey design, through appropriate platforms i.e. Survey Monkey
• If needed, support key informant interviews, through development of interview guide and synthesis and analysis of key findings
• Providing summary of evidence-based findings to the Supervisor, organized in relevant population health themes
• Cleaning up and analyze data throughout project
• Developing key themes and findings, and compare survey data with evidence review with close supervision from the Operations Manager

To thrive in this role, you’ll need

education/experience/knowledge and skills:

• A college diploma or University degree in office management or administration field is preferred.
• 1-3 years administrative experience, preferably in a health care or nonprofit setting.
• Familiarity with Toronto’s diverse communities, particularly marginalized or vulnerable individuals, including but not limited to Indigenous, Black, LGBTQ2S+, precariously housed individuals, drug users, refugees/newcomers.
• Demonstrated ability to work effectively independently and with other team members.
• Understanding of community health priorities is an asset.
• Must have basic research skills including ability to review the evidence-base, including retrieving peer-reviewed journal articles.
• Ability to design research tools including but not limited to surveys or key informant interview guides.
• Ability to work independently.
• Excellent written and verbal communication and interpersonal skills.
• Knowledgeable about and able to work within an anti-oppression framework.
• Effective time management skills with an ability to appropriately prioritize tasks.
• Strong problem resolution skills.
• Ability to handle a diverse, complex, and ever-changing workload in a fast-paced setting while meeting the needs of multiple staff members.
• Proficient knowledge and skill in computer applications (Microsoft Word, Windows, Outlook, Excel, Power Point,).

conditions of employment:

• 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.

working conditions:

The standard work week is 37.5 hours. Generally, they will work Monday to Friday 10am to 6pm, however, work is occasionally required outside the normal daily routine. The position requires professional communication with stakeholders and partners, considerable multi-tasking and setting priorities as needed.

to apply: please forward a cover letter and resume quotingJob ID# DETOHT EAOC 25-0702, [e-mail] by 5:00 pm on July 22, 2025.

The organization is dedicated to building an organization that reflects the diversity of our clients and the communities we serve. This includes diversity in languages spoken, culture, race, sexual orientation, and gender identity. Requests for accommodation due to disability can be made at any stage in the recruitment process.

We thank all applicants for their interest but only those selected for further consideration will be contacted.

BOLD.KIND. REAL.OPEN.WE CARE.