Executive Assistant I

Xapply; Toronto; On-site; CAD 62,000 - 77,000; Full time

Job summary

Altum Health, a department of the University Health Network, is seeking a Senior Executive Assistant I to coordinate complex administrative support for the Clinical Vice President portfolios. You will manage calendars, travel, meetings, and prepare briefs and presentations for senior leaders in a fast-paced environment.

The role requires five years of senior‑level secretarial experience, strong MS Office skills, and the ability to maintain confidentiality.

Qualifications

• Five (5) years related secretarial experience at a senior level.
• Extensive experience with MS Office and database/spreadsheet software.
• Experience in a health care environment is an asset.

Responsibilities

• Coordinate calendars for the Vice‑President of Altum and UHN at Home.
• Provide administrative support for the Altum Vice President’s direct reports.
• Coordinate meetings/events and travel arrangements.
• Provide supervision for the Altum Vice President’s office.
• Monitor and analyze departmental initiative/event budgets.
• Prepare complex documents and presentations for executive use.
• Maintain filing and information systems for efficient access.
• Perform cross‑functional responsibilities as required.

Skills

Calendar management

Executive support

Communication

Confidentiality

Time management

Prioritization

Problem solving

Office administration

Education

Grade XII or equivalent

Business/Office administration diploma

Tools

Microsoft Office

Job description

Altum Health is a department within the University Health Network with over 300 employees across several sites (Ajax, Barrie, Brampton, Cambridge, Hamilton, Mississauga, Oakville, Oshawa, Toronto, Scarborough, Vaughan and West Park Healthcare Centre). We offer a full continuum of prevention, rehabilitation, and health care services to third party payors and individuals, including the Workplace Safety and Insurance Board (WSIB), employers, and insurers.

At Altum Health, we believe in providing “The Right Care. Always.” by offering client-centered services that address the physical, psychosocial, and behavioral issues related to injury or illness. We actively participate in outcomes data collection, analysis and reporting, continuous quality improvement and the education and training of the next generation of health and service professionals. Altum Health services prevent and manage acute and chronic injury as well as co‑morbid conditions and integrate clients back into the workplace and home life. Our services result in positive outcomes and value to our clients and customers.

Union:Non - Union
Number of vacancies:1
New or Replacement Position:Replacement
Site:Krembil Discovery Tower
Department:Altum Health
Reports to:Vice President, Altum Health
Hours:37.5 hours per week
Wage Range: $61,681 to $77,106
Shifts:Monday to Friday
Status:Permanent Full Time
Closing Date:October 08, 2026

Position Summary

The EXECUTIVE ASSISTANT I exercises decision making capabilities, considerable judgment and independence to coordinate complex administrative and secretarial support services for the Clinical Vice President portfolios across Altum, Connected Care, Outpatient Strategy and Schroder Arthritis Institute portfolios. The successful candidate will thrive in a fast‑paced executive environment by anticipating and adapting to continuously changing priorities while providing exceptional support to senior leaders. They will build and maintain strong relationships with executives and their administrative teams, demonstrating outstanding communication and interpersonal skills. This role requires advanced expertise in Microsoft Outlook to effectively manage complex calendars, schedules, and competing priorities. The individual will take ownership of the planning and execution of key meetings and events, including Board Meetings and corporate events, coordinating all logistics such as travel arrangements, meeting materials, minutes, equipment, and budget management. Leveraging strong business writing skills, they will prepare and deliver high‑quality internal and external proposals, presentations, briefing packages, and other communications. The role also demands exceptional technical proficiency to create professional executive‑level presentations and reports. In addition, the successful candidate will provide guidance, mentorship, and direction to administrative support staff to ensure seamless operational support across the organization.

Duties

• Coordinating and maintaining written and/or electronic calendar/schedule for the Vice‑ President of Altum and UHN at Home.
• Provide administrative support for the Altum Vice President’s direct reports.
• Coordinating, organizing or planning meetings/events.
• Providing direct supervision for the Altum Vice‑ President.
• Monitoring and analyzing departmental initiative/event budgets.
• Utilizing advanced functions to provide word processing/typing services to facilitate the production of complex documents/materials.
• Ensuring efficient and effective operation of the office.
• Organizing and maintaining electronic and/or paper information filing/retrieval system(s).
• Performing clerical support functions.
• Performing cross‑functional responsibilities, as required.
• Performing other duties consistent with the job classification, as assigned.

Education

• Completion of Grade XII or recognized equivalent required.
• Completion of a recognized business, office administration, or medical post‑secondary diploma program preferred, or an equivalent combination of relevant education and experience.

Experience

• Five (5) years related secretarial experience at a senior level required.
• Extensive on‑the‑job computer/word‑processing, database and spreadsheet software experience required; experiences in a Microsoft Office environment preferred.
• Previous supervisory experience preferred.
• Experience working in a health care environment an asset.

Additional Skills/Abilities

• Excellent organizational and time management skills required.
• Excellent interpersonal and customer service skills required.
• Excellent verbal and written communications skills required.
• Very strong ability to prioritize workload required.
• Strong problem solving skills required.
• Ability to produce superior quality work in accordance with Hospital standards required.
• Ability to maintain confidentiality required.
• Ability to work in a self directed manner required.
• Ability to work well under pressure and use good judgment in assessing difficult situations required.
• Extensive knowledge of administrative, organizational/office practices, procedures and standards required.
• Knowledge of medical terminology an asset

What We Offer

• Opportunity to work at the forefront of organ transplantation innovation.
• Direct interaction with leading transplant programs across North America.
• Exposure to clinical development, product commercialization, and medical education.
• Collaborative, mission‑driven environment focused on improving patient outcomes.
• Competitive salary, benefits, and opportunities for professional growth.