Executive Assistant, Organizational Effectiveness and Professional Practice

WellFort; Brampton; On-site; CAD 45,000 - 50,000; Full time

Job summary

WellFort is seeking an Executive Assistant to provide high-level support to the Senior Director and coordinate activities across organizational effectiveness, professional practice, risk, privacy, policy, and learning services. This on-site role requires meticulous organization, proactive communication, and the ability to manage multiple priorities in a dynamic healthcare-adjacent environment.

You will support committees, internal learning initiatives, learner placements and cross-functional

Qualifications

• Diploma or degree in office coordination, health coordination, business coordination or related field.
• Two to four years of coordination or support experience.
• Experience supporting a senior leader, department, committee or multi-stream portfolio.

Responsibilities

• Provide comprehensive executive support to the Senior Director, including calendar coordination, meeting scheduling, correspondence, document preparation, follow-up and priority management.
• Coordinate meetings, agendas, materials, minutes, action items and follow-up activities for the Senior Director and assigned committees and working groups.
• Maintain calendars, schedules, contact lists, briefing materials, trackers and other portfolio documentation.
• Monitor deadlines, commitments and follow-up requirements and proactively identify upcoming priorities or outstanding actions.
• Prepare, format and proofread reports, presentations, briefing notes, correspondence, meeting materials and other documents.
• Coordinate information flow between the Senior Director, leadership, staff, committees, external partners and other stakeholders.
• Support the Senior Director with special projects, organizational initiatives and time-sensitive requests.
• Anticipate coordination needs and provide proactive support to help ensure portfolio priorities are delivered effectively.

Skills

2-4 years coordination experience

Experience supporting a senior leader

Education

Diploma or degree in office coordination/health coordination/business coordination

Job description

Executive Assistant, Organizational Effectiveness and Professional Practice

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

Hiring Executive Assistant – Organizational Effectiveness and Professional Practice!

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

JOB SUMMARY

The Executive Assistant – Organizational Effectiveness and Professional Practice provides high-level coordination and executive support to the Senior Director and supports the effective administration and coordination of organizational effectiveness, professional practice, risk, privacy, policy, learning and development, and external learner placement activities.

The role requires a highly organized, detail-oriented and collaborative individual who can manage multiple priorities, coordinate cross-functional activities, maintain accurate and confidential records, and provide timely support to leaders, staff, learners and external partners.

The Executive Assistant works closely with internal teams and external stakeholders to support organizational priorities, ensure effective follow-up, coordinate projects and committees, and contribute to continuous improvement across the portfolio.

KEY RESPONSIBILITIES

1. Executive Support and Portfolio Coordination

• Provide comprehensive executive support to the Senior Director, including calendar coordination, meeting scheduling, correspondence, document preparation, follow-up and priority management
  Coordinate meetings, agendas, materials, minutes, action items and follow-up activities for the Senior Director and assigned committees and working groups
  Maintain calendars, schedules, contact lists, briefing materials, trackers and other portfolio documentation
  Monitor deadlines, commitments and follow-up requirements and proactively identify upcoming priorities or outstanding actions
  Prepare, format and proofread reports, presentations, briefing notes, correspondence, meeting materials and other documents
  Coordinate information flow between the Senior Director, leadership, staff, committees, external partners and other stakeholders
  Support the Senior Director with special projects, organizational initiatives and time-sensitive requests
  Anticipate coordination needs and provide proactive support to help ensure portfolio priorities are delivered effectively

2. Organizational Effectiveness Support

• Support surveys, consultations, evaluations and organizational assessment activities, including distribution, response tracking and preliminary compilation of results
  Maintain project plans, risk and issue logs, decision records and action trackers for assigned organizational effectiveness initiatives
  Coordinate meetings, consultations, interviews, focus groups and other engagement activities as assigned
  Maintain organized project documentation, records and supporting materials
  Assist with preparation of reports, presentations, summaries and other materials related to organizational effectiveness initiatives
  Support follow-up activities arising from assessments, consultations, evaluations and improvement initiatives

3. Risk, Privacy, Professional Practice and Policy Support

• Provide support for risk management, privacy and professional practice committees, projects, education and reporting processes
  Maintain confidential logs, records and supporting documentation in accordance with approved processes and access requirements
  Track professional practice requirements, credential or documentation expiry dates, and other compliance items assigned to the portfolio
  Assist with gathering information for audits, reviews, reports and follow-up actions while ensuring sensitive matters are handled discreetly
  Support communication and education related to new or revised policies, procedures, standards and organizational requirements
  Coordinate meeting materials, documentation, action items and follow-up for risk, privacy and professional practice activities
  Maintain organized records related to policies, procedures, standards and professional practice requirements

4. Internal Learning and Development Coordination

• Coordinate the coordination and delivery of internal training sessions, workshops, leadership development and staff learning initiatives
  Schedule sessions and coordinate facilitators, rooms, virtual platforms, equipment, materials, registration and attendance
  Maintain the organizational learning calendar and support communication about learning opportunities and requirements to staff
  Track attendance, completion of mandatory education and other assigned learning or professional practice requirements
  Maintain accurate training records and learning documentation and prepare participation or compliance reports
  Coordinate training evaluations, collect and summarize participant feedback and support continuous improvement of learning activities
  Assist with learning management systems, online learning platforms and training-related standard operating procedures
  Support the development and distribution of learning materials, communications and resources

5. External Learner and Placement Coordination

• Coordinate the coordination of student and learner placements across disciplines and programs
  Receive and process placement requests and liaise with academic institutions, managers, preceptors and learners
  Coordinate placement scheduling, onboarding/offboarding, orientation, access requests and required documentation
  Ensure placement agreements, confidentiality forms, and other required records are complete and appropriately maintained
  Maintain accurate learner and placement records and prepare reports on placement activity, capacity and outcomes
  Provide support to preceptors and supervisors and help ensure learners receive a consistent and well-organized experience

6. Project, Committee and Communication Support

• Coordinate components of cross-functional projects, committees and working groups led or supported by the Senior Director
  Develop and maintain project schedules, task lists, stakeholder lists, document repositories and progress updates
  Coordinate consultations, interviews, focus groups, events and other engagement activities, as assigned
  Draft routine communications, notices, updates and resource materials for review and approval

7. Cross-Functional Executive Support

• Provide coverage and support to other Executive Assistants or 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
  Provide meeting, scheduling, correspondence, document preparation, coordination and follow-up support as required

8. General Support and Team Contribution

• Develop and maintain procedures, templates and systems that improve consistency and efficiency within the portfolio
  Identify process improvements and bring recommendations forward to the Senior Director

9. Confidentiality and Information Security

• Manage highly sensitive and confidential information and documents with the highest level of discretion and professionalism

MINIMUM QUALIFICATIONS AND SKILLS

Required:

Diploma or degree in office coordination, health coordination, business coordination or a related field, or an equivalent combination of education and experience
Two to four years of progressively responsible coordination or support experience, preferably in healthcare, community services, education or a complex non-profit environment
Experience supporting a senior leader, department, committee or multi-stream portfolio

Preferred:

Experience in a community health or primary care environment
Experience supporting accreditation, quality improvement, risk management, privacy, professional practice or policy administration
Experience coordinating staff learning programs, student placements or learning management systems

WORKING CONDITIONS

Office-based role in a collaborative and fast-paced healthcare environment, with work across multiple organizational priorities.

Standard business hours with occasional flexibility to support meetings, training sessions, accreditation activities or special events.

3. Physical Demands

Prolonged periods of sitting and computer use, with occasional lifting or movement of meeting, training or event materials.

4. Travel Requirements

Occasional travel between WellFort sites or partner locations may be required.

5. Safety or Risk Factors

Exposure to a typical office and community healthcare environment; adherence to occupational health and safety and infection prevention requirements is expected.

6. Remote Work Considerations

Limited opportunities to work remotely, in accordance with organizational requirements and operational needs.

7. Confidentiality

This role has access to highly confidential organizational, executive, business, employee, learner and potentially client-related information and is expected to maintain the highest level of confidentiality, discretion, professionalism and information security at all times.

DISCLAIMER:

This job description is intended to describe the general nature and level of work being performed by the individual assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities or qualifications required. Duties may be modified or assigned based on organizational needs.