Executive Assistant, Clinical Programs

WellFort; Brampton; On-site; CAD 46,000 - 50,000; Full time

Job summary

WellFort CHS in Brampton, ON is seeking an experienced Executive Assistant, Clinical Programs to provide high‑level administrative and governance support to two Senior Directors. The role is full‑time, on‑site five days per week, requiring exceptional organization, discretion and proactive coordination of meetings, reports and materials.

You will manage scheduling, travel, expense reporting and cross‑portfolio communications, lead special projects, prepare presentations, and collaborate with

Qualifications

• Completion of post-secondary education in a business or office administration or communications program.
• Minimum 5 years’ experience in a senior or executive level administrative support position.
• Advanced knowledge of MS Office, Apple applications, Adobe and Illustrator.

Responsibilities

• Provide administrative support to Senior Directors, including scheduling, travel arrangements, expense reports, and meeting logistics.
• Lead and coordinate special projects and events for Senior Directors.
• Serve as primary point of contact for internal and external communications for Senior Directors.
• Prepare reports, presentations and materials for governance and funder requirements.

Skills

Communication skills

Multitasking

Independence and initiative

Project management principles

Education

Post-secondary education in business/office administration or communications

Tools

MS Office

Apple applications

Adobe Illustrator

Prezi

Canva

MailChimp

PowerPoint

Job description

Corporate Services Full Time Brampton, ON $33.38 - $36.16 CAD per hour

Hiring Executive Assistant, Clinical Programs

This position is fully on-site and requires employees to work on-site five days per week.

GENERAL RESPONSIBILITIES

The Executive Assistant provides high-level administrative, operation, and strategic support to executive leadership, ensuring the efficient and effective functioning of executive and organizational activities. The role serves as a trusted partner in managing communications, coordinating priorities, overseeing completes administrative processes, and supporting governance, project management, and stakeholder relations. The Executive Assistant exercise sounds judgement, maintains strict confidentiality, and proactively facilitates the achievement of organizational goals through exceptional organization, professionalism, and attention to detail.

ACCOUNTABILITY

This position operates within a dual-reporting structure, providing dedicated executive, administrative, and operational support to the two Senior Directors who oversee the clinical programming at WellFort CHS. The Executive Assistant is responsible for balancing competing priorities, coordinating activities across both portfolios, and ensuring seamless communication, organization, and support while maintaining a high degree of professionalism, discretion, and accountability. The Executive Assistant, Clinical Programs, reports to the Senior Director, Integrated Care and Senior Director, Population Health, Innovation, and Community Programs.

SPECIFIC RESPONSIBILITIES

Senior Director Support:

• Provide administrative support of the Senior Director activities and work products as required.
• Provide critical administrative and clerical support to the Senior Directors asrequired.
• Provide administrative support to new initiatives as required.
• Assistin the collection of materials and reports for funder requirements, as required.
• Assistmanagers and staff in the Senior Director portfolios to ensure access to the Senior Directors inan appropriateandtimelymanner.
• As requested, manages research, collects,consolidatesand may summarize data. Formats tofacilitate interpretation and/or to highlight key aspects/trends.
• Provide administrative support to the Senior Directors such as scheduling, travel arrangements, expensereports and credit card statement reconciliations.
• Provide critical administrative and clerical support to the Senior Directors asrequired.
• Serve as the primary point of contact for internal and external communication on all matterspertaining tothe Senior Directors, including those of highly confidential or critical nature.
• Create reports and presentations by collecting, analyzing, and summarizing informationmeeting material organization, and taking care oflogisticssuch as room setup and cateringarrangements.
• Lead and coordinate special projects and events under the direction of the Senior Directors as required.
• Work closely with external partners, assistants, vendors, and stakeholders tocompletetasks such as meeting coordination, contractdraftingand report collaboration.
• Manage other related duties or special projects as assigned by the Senior Directors.
• Organizes and attends committees and takes minutes for the Senior Directors, as required.
• Creates andmaintainssystems such as contact lists, membershipand terms for the Senior Directors.
• In collaboration with the Senior Directors, maintainsand orders corporate materials such as business cards,letterhead, envelops brochures and other promotional items for those in the Senior Directors’ portfolios.
• Supports the coordination and facilitation of presentations, meetings, webinars including thepreparation of presentation materials (PowerPoint decks, reports, Excel documents,correspondence and meeting minutes).
• Schedules, plans and organizes all logistical details for in-house and off-site meetings, as required.
• Oversees/coordinates office equipment/cleaning, security/access control, coffee/vendingmachines, catering, etc.
• Manages the inventory of office supplies for the Senior Director portfolios, acting as a gatekeeper; orderingadditionalsupplies asneeded and ensuring that costs are appropriately managed.
• Develops andmaintainsorganizational administrative systems such as inventory, service contracts,leases, vendor lists, onlineaccountsand phone trees in collaboration with the Corporate ServicesAdministrative Assistant, and Executive Assistant and Board Liaison.
• Maintains knowledge and information sources such as the intranet, shared drive, websites,databases and spreadsheets.

Professional Development:

• Joins relevant professional groups tomaintainprofessional linkages and support.
• Participates in educational activities according to the needs of the centre and the career goals of theindividual.

Cross-Functional Executive Support:

Provide coverage and support to other Executive Assistants or Administrative Assistants across the organization who support the Executive Leadership Team (ELT) and Leadership Team, ensuring seamless continuity of executive and leadership support during absences, peak periods, or as business needs require.

Research:

• Participates in research when opportunities arise.

Other:

• Serves as a mutual back up for the Corporate Services Administrative Assistant, Executive Assistant and Board Liaison, and other Executive Assistants in the organization, asrequired
• Other duties and responsibilities as may be assigned from time to time.

Contribution to team and centre activities:

• Participates in staff meetings and on interdisciplinary teams.
• Participates in the overall activities of the health centre (e.g.,) in-service training, committees,special events, and shared staff responsibilities.
• Communicates clearly, listen actively, be open to feedback, handle conflict appropriately, anddisplay sensitivity to others.
• Collaborates well with others, promotes cooperation and teamwork.
• Participates inWellFort’scommitment to becoming discrimination-free and an inclusive healthcentre that strives to ensure that programs and services are as accessible as possible.
• Maintains the reputation and confidentiality of the health centre and its clients at all times.
• Endorses models and promotes a healthy and active lifestyle.
• Works in a manner that respects and values the diversity of communities and individuals.
• Works in a manner that reflectsWellFort’smission, values, and service delivery approach.
• Adheres to all applicable WellFort policies and procedures.
• Develops andmaintaina flexible work schedule that accommodates the needs of the clients,community and WellFort.

Confidentiality:

Manage highly sensitive and confidential information and documents with the highest level of discretion and professionalism. This role will have access to confidential executive, business, and employee information and requires a high degree of trust, integrity, and sound judgment.

QUALIFICATIONS

• Completion of post-secondary education in a business or office administration or communicationsprogram, or related field or a combination of related work experiences program.
• Minimum 5 years’ experience in a senior or executive level administrative support position.
• Healthcare not-for-profit experience is considered an asset.
• Advanced knowledge of software programs such as MS Office, (including Outlook, Teams, Word, Excel, PowerPoint), Apple applications,Adobeand Illustrator.
• Proficient in online tools such as Prezi,Pitkochart, Canva and MailChimp.
• Excellent communication skills, including experience with report writing, newsletters,researchandcreating flyers.
• Experience working with confidential and time sensitive documents and information.
• Excellent interpersonal skills and the ability to multitask in a fast-paced environment.
• Experience working in a value based non-profit or social services organization.
• Demonstrated ability to work independently and interdependently in an interdisciplinary teamenvironment in which the skills and responsibilities of each team member are recognized andrespected.
• Ability to speak languages relevant to the residents of the organization’s community is an asset.
• Proven ability to effectively prioritize workflow to meet deadlines whilemaintaininga high levelofquality and accuracy.
• Strong writing, analytical, and critical thinking skills, and the ability to synthesize and presentcomplex data.
• Strong verbal and interpersonal communication skills, diplomacy, good judgment, andconfidentiality.
• A high degree of independence and initiative and tolerance for ambiguity.
• Readily adaptable to learn new process and respond quickly to changing priorities.
• High degree of comfort building relationships and interacting with influential community andbusiness leaders.
• Professionalism in dealing with diverse groups of people, including Board members, seniorexecutives, staff, community leaders, donors, and funded partners.
• Demonstrated ability in working effectively in a collaborative team culture.
• Understanding of project management principles and systems.
• High standardsof ethics and confidentiality to handle sensitive information.

Requirements of theposition

• Valid driver’s license
• Automobile in good repair and insurance coverage as required by agency policy
• Satisfactory vulnerable sector screening