Executive Assistant, HIS

William Osler Health System; Brampton; On-site; CAD 79,000 - 100,000; Full time

Job summary

A leading Ontario hospital system is seeking an Executive Assistant to provide comprehensive support to the Associate Vice President. This role involves managing schedules, facilitating communications, and supporting project execution. Ideal candidates will possess advanced office software skills, exceptional interpersonal abilities, and relevant experience in a senior administrative capacity. Join a dedicated team committed to providing excellent health care services.

Qualifications

• 3-5 years experience in a senior administrative assistant role.
• Ability to critically analyze, synthesize and summarize information accurately.
• Ability to work independently and exercise good judgment.

Responsibilities

• Manage the executive's schedule and coordination of meetings.
• Respond to inquiries from patients, staff, and stakeholders.
• Support planning and execution of internal and external events.

Skills

Advanced proficiency with office software

Excellent interpersonal skills

Time management skills

Relationship building

Attention to detail

Education

Undergraduate degree or equivalent education

Tools

Microsoft Office

Electronic data management systems

Job description

Company Description

One of Canada's Best Diversity Employers and Greater Toronto's Top Employers for many consecutive years, William Osler Health System (Osler) provides a safe and supportive health care network to grow your career. Osler is nationally recognized for its commitment to patient safety and is Accredited with Exemplary Standing, the highest rating a Canadian hospital can receive. As a major Ontario hospital system, and home to some of the biggest specialty and emergency departments in the country, Osler serves the 1.3 million residents of Brampton, Etobicoke and surrounding communities. We are proud to offer you incredible exposure to best-in-class health care delivery and challenging hands-on opportunities to stay at the top of your game.

A hospital system built for and by the community, we continue to expand our services to meet the needs of a growing population, creating opportunities for increased hands-on skills development, cross-department training and promotional opportunities. Guided by our accomplished senior leadership team, together we are driving our vision of world-class health care inspired by our people and communities.

At Osler, we invest in careers that go beyond where health care professionals like you can achieve their goals and find deep personal and professional fulfillment. Join our team today!

Job Description

Executive Assistant, Hospital Information System (HIS), provides administrative support to the Associate Vice President and potentially other executives as assigned, as well as is accountable for the coordination of a range of administrative tasks for Project Unify. The role serves as an extension of the executive he/she supports with the aim of maximizing the executive's performance. This role handles multiple, changing priorities, facilitates resolution of multiple problems that are administrative in nature and is open to constant challenge and change within a fast-paced environment.

Accountabilities

Calendar Management:

• Manages the executive's schedule including complex and high-profile meeting coordination and initiating the rescheduling of meetings to address urgent situations.
  
  

Management Of Documents And Databases

• Develops presentations, briefing notes and memos for various internal and external audiences based on direction of the AVP or other leaders within Project Unifythe portfolio.
• Conducts secondary research and link with external partners and experts to obtain information and tools to support project activities.
• Engages with members of the Decision Support team, Working Groups (or other program or unit) to obtain and analyze activity and performance data/information to inform strategic decision making.
• Retains access and oversight of agreements and contract management documents within the executive's portfolio.
• Develops and maintains paper and electronic filing systems, including filing of confidential information.
  
  

Customer Service

• Responds to confidential, complicated and routine inquiries from patients/staff/ external and internal stakeholders using tact and sensitivity.
• Takes the initiative to brief the Executive AVP on a regular basis, particularly in advance of meetings and to keep the AEVP advised of changing priorities and issues requiring immediate attention.
  
  

Accounting/Finance

• Processes finance expense forms and invoices; processes procurement forms; processes travel arrangements for all members of Project Unify.
  
  

Coordination

• Works with other members of the team Project Unify to support the planning and execution of internal and external events (AGM and events overseen by VP portfolio); coordinates/follows up deliverables for the AVP as per timelines.
• Perform technical, specialized, complex and difficult office administrative work requiring the use of independent judgment and with a minimum of direction.
• Will support the Executive VP of the portfolio as needed or requested.
  
  

Qualifications

• Undergraduate degree or equivalent education
• Three to five years experience at a senior administrative assistant role
• Proven track record of anticipating administrative needs at the executive level and of taking the initiative to stay abreast of an executive’s priorities
• Advanced proficiency with office software, specifically Microsoft Office, the internet and electronic data management systems
• Multi-tasker with excellent time management skills and ability to effectively prioritize workflow
• Ability to critically analyze, synthesize and summarize information accurately and effectively in a timely fashion
• Ability to work independently, exercise good judgment, take initiative and ensure the resolution of routine issues
• Relationship builder with exemplary public relations skills, including dealing effectively with all employees, the public and representatives from the government and other health care organizations
• Skilled at drafting and formatting documentation using acute attention to detail
• Excellent interpersonal, written and oral communication skills
• Sense of urgency and adaptable regarding changing circumstances
• Knowledge in financial analysis, budgeting, planning and reporting
• Highly developed judgement and initiative in analyzing issues, identifying solutions and decision making on highly sensitive matters
• Resourceful in retrieving critical intelligence materials from a full range of sources and to produce briefing notes, reports, correspondence and other documents in a variety of formats
• High standards of ethics and confidentiality
• Must demonstrate Osler's Values of Respect, Excellence, Service, Compassion, Innovation and Collaboration
  
  

Additional Information

Hours: Currently days (subject to change in accordance with operational requirements)

Salary Range: $$79,521.00 - $99,391.50

Application deadline: August 21, 2025

#TFT

Osler values inclusivity and diversity in the workplace. We welcome and encourage applicants from diverse backgrounds. We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act. If you require an accommodation at any stage of the recruitment process, please notify Human Resources at [e-mail].

While we thank all applicants, only those selected for an interview will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.