Executive Assistant, Senior Administration - Mental Health

St. Joseph's Health Care, London; London; On-site; CAD 80,000 - 100,000; Full time

Job summary

A healthcare provider in London is seeking an experienced Executive Assistant for the Senior Administration - Mental Health. The role involves complex scheduling, administrative support, meeting coordination, and communication with stakeholders. Candidates must have a two-year Office Administration Diploma and at least 5 years of experience at the Director level. This full-time position offers a salary range of $37.77 - $44.42 per hour and requires a high level of organization, communication, and professionalism.

Qualifications

• Minimum 5 years of progressive administrative support experience at the Director level.
• Preferred experience supporting an executive role.
• Ability to work independently, make sound decisions, and handle multiple priorities.

Responsibilities

• Oversee complex scheduling and daily workflow for leaders.
• Draft, proofread, and edit documents including reports and presentations.
• Plan and execute leadership sessions and special events.
• Serve as a primary point of contact for leaders.
• Support VP-led projects through research and document preparation.

Skills

Exceptional organization

Communication skills

Customer service skills

Minute-taking

Microsoft Office Suite

Discretion and professionalism

Education

Two-year Office Administration Diploma

Tools

Microsoft Office Suite (Word, PowerPoint, Excel)

SharePoint

Job description

CARING FOR THE BODY, MIND & SPIRIT SINCE 1869

Executive Assistant, Senior Administration - Mental Health - 1 position

Senior Administration - Mental Health | Parkwood Institute Mental Health Care - London, ON | Full Time | Salary Range: $37.77 - $44.42 /hour

Key Responsibilities

Calendar & Travel Management

• Oversee complex scheduling and daily workflow for both leaders, manage priorities, and workload.
• Coordinate meetings, events, and travel logistics.
• Provide secondary calendar support to the portfolio’s direct reports; Directors and Medical Directors.

Administrative Support

• Provide broad administrative support to both leaders and leadership teams.
• Draft, proofread, and edit documents including reports, presentations, agreements, and policies.
• Manage filing systems, expense reporting, onboarding support, and office coordination.
• Maintain strict confidentiality and exercise sound judgment.
• Manage timekeeping and ensure required documentation is organized and accessible.
• Support physician recruitment, HR planning, invoices, and attendance/timekeeping.

Meeting & Event Coordination

• Plan and execute leadership sessions, retreats, and special events.
• Coordinate the workplan, agenda and provides support to the Chair, Quality Committee of the Board.
• Prepare agendas, briefing materials, and minute-taking; track follow-up actions.
• Develop and format presentations for senior leadership and Board sub-committees.

Communication & Stakeholder Relations

• Serve as a primary point of contact for both leaders, managing correspondence, email, and inquiries.
• Foster strong relationships across the organization and with external partners.
• Represent and model the organization’s mission and values.

Project Support

• Support VP and Physician Head-led projects through research, analysis, document preparation, and coordination.
• Develop summary reports and recommendations as needed.

Essential Qualifications

• Two-year Office Administration Diploma - Executive program preferred.
• Minimum 5 years of progressive administrative support experience at the Director level.
• Preferred experience supporting an executive role.
• Exceptional organization, communication, and customer service skills.
• High level of discretion, diplomacy, and professionalism.
• Strong minute-taking, follow-through, and priority management abilities.
• Ability to work independently, make sound decisions, and handle multiple priorities.
• Intermediate skill level required in Microsoft Office Suite (Word, PowerPoint, Excel) & SharePoint.
• Knowledge of safety practices in a health care environment and commitment to confidentiality.
• Knowledge of a Safety Culture in a Health Care Setting in compliance with the Occupational Health & Safety Act (OHSA).

Preferred Qualifications

• Proficiency in French would be an asset.

Teaching and Research

St. Joseph's Health Care London through its affiliation with Western University and Fanshawe College is a leading research and teaching hospital. As an employee of St. Joseph's, you will be expected to engage in role related teaching and research activities in addition to any of your clinical duties.

Immunization Requirements

• Provide vaccination records or proof of immunity against measles, mumps, rubella, varicella (chicken pox), Hepatitis B, COVID-19 and influenza.
• Provide documentation of the Tuberculosis skin testing.