Executive Assistant, HIS

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

Job summary

A healthcare organization is seeking an Executive Assistant to provide administrative support to the executive team. Responsibilities include calendar management, document preparation, and enhancing executive performance by managing priorities in a fast-paced environment. Candidates should possess an undergraduate degree, advanced Microsoft Office skills, and 3-5 years of experience in a senior administrative role. This role offers a hybrid work model with a competitive salary range of $79,521.00 - $99,391.50.

Qualifications

• 3-5 years experience as a senior administrative assistant.
• Ability to prioritize workflow and handle multiple tasks effectively.
• Strong judgment and initiative in resolving issues.

Responsibilities

• Manage executive's calendar and meeting coordination.
• Develop presentations and analyze performance data.
• Respond to complex inquiries from patients and stakeholders.

Skills

Advanced proficiency with Microsoft Office

Excellent time management skills

Strong communication skills

Ability to work independently

Public relations skills

Financial analysis knowledge

Education

Undergraduate degree or equivalent education

Tools

Electronic data management systems

Job description

Overview

Executive Assistant Hospital Information System (HIS) provides administrative support to the Associate Vice President and potentially other executives as assigned, and is accountable for coordinating a range of administrative tasks for Project Unify. The role serves as an extension of the executive supported, with the aim of maximizing the executive's performance. This role handles multiple changing priorities, facilitates resolution of administrative issues, and operates in a fast-paced environment with ongoing change.

Responsibilities

• 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 Unify. The portfolio may include the need to conduct 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 units to obtain and analyze activity and performance data 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 the confidential filing of information.
• Customer Service: Responds to confidential, complicated, and routine inquiries from patients, staff, and external/internal stakeholders with tact and sensitivity.
• Takes the initiative to brief the Executive AVP regularly, particularly before meetings, and to keep the AVP advised of changing priorities and issues requiring immediate attention.
• Accounting / Finance: Processes finance expense forms and invoices; processes procurement forms; and arranges travel for all members of Project Unify.
• Coordination: Works with other team members to support the planning and execution of internal and external events (e.g., AGM and events overseen by the VP portfolio); coordinates and follows up on deliverables for the AVP as per timelines. Performs technical, specialized, complex, and difficult office administrative work requiring independent judgment with minimal direction. May support the Executive VP of the portfolio as needed or requested.

Qualifications

• Undergraduate degree or equivalent education
• Three to five years experience in a senior administrative assistant role
• Proven track record of anticipating administrative needs at the executive level and taking the initiative to stay abreast of an executive's priorities
• Advanced proficiency with office software, specifically Microsoft Office, 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 government and other health care organizations
• Skilled at drafting and formatting documentation with acute attention to detail
• Excellent interpersonal, written, and oral communication skills
• Sense of urgency and adaptability regarding changing circumstances
• Knowledge in financial analysis, budgeting, planning, and reporting
• Highly developed judgment and initiative in analyzing issues, identifying solutions, and decision making on highly sensitive matters
• Resourceful in retrieving critical intelligence materials and producing briefing notes, reports, and other documents in multiple formats
• High standards of ethics and confidentiality
• Must demonstrate Oslers 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

Remote Work: Hybrid

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.

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.