Office Manager & Executive Assistant

Intrahealth; Toronto; On-site; CAD 90,000 - 100,000; Full time

Job summary

WELL Health Technologies Corp. in Toronto is seeking an experienced Executive Assistant & Office Manager to support the COO and the wider executive team.

The role combines high‑level calendar management, complex scheduling, travel planning, and hands‑on office operations to create a professional, welcoming workplace. You will partner with leaders and external partners, coordinate meetings and events, manage vendors, and ensure seamless day‑to‑day activities in WELL's downtown Toronto office.

Qualifications

• 10+ years of EA and Office Manager experience.
• Experience supporting senior executives.
• Ability to manage complex priorities in a fast-paced environment.
• Strong written and verbal communication skills.
• Proactive, initiative, discretion.
• Onsite in downtown Toronto.

Responsibilities

• Provide executive support to the COO and Executive team, including complex calendar management, meeting coordination, scheduling, and prioritization of competing commitments.
• Arrange domestic and international travel, including accommodations, transportation, and detailed itineraries.
• Prepare and process expense reports, correspondence, presentations, reports, and other executive materials.
• Anticipate the executives’ needs, proactively resolve scheduling conflicts, and help ensure priorities, commitments, and follow‑ups are effectively managed.
• Coordinate with internal teams, senior leaders, external partners, and other stakeholders on behalf of the executives, handling sensitive and confidential information with discretion.
• Take ownership of the day‑to‑day operations and overall experience of the WELL Toronto office, ensuring the workplace is organized, professional, welcoming, and running smoothly.
• Serve as the primary point of contact for office‑related matters, including vendors, building management, service providers, and other workplace partners.
• Coordinate and support executive and onsite meetings, leadership visits, office events, team gatherings, and employee engagement activities.
• Act as reception to occasional client, customer, and government visitors at the office and greet and manage guests/visitors as required.
• Manage office operations, including supplies, equipment, maintenance, deliveries, meeting rooms, visitors, and other workplace requirements.
• Proactively identify opportunities to improve the office experience, processes, organization, and operational efficiency.
• Partner effectively across the organization and support special projects and ad hoc initiatives as required in a fast‑paced, evolving environment.

Skills

Executive support

Calendar management

Travel planning

Office operations

Vendor management

Communication skills

Discretion

Event coordination

Tools

Microsoft Office

Outlook

PowerPoint

Excel

Teams

Job description

Salary Range:$90,000-$100,000

Job Class: Full Time / Permanent

About the Company:

WELL Health Technologies Corp. is a fast-growing, technology-enabled healthcare company dedicated to improving health outcomes by empowering healthcare practitioners with innovative digital tools and services. As Canada’s largest owner and operator of outpatient medical clinics, WELL also provides industry-leading virtual care, electronic medical records (EMR), practice management, and digital health solutions that support healthcare providers and patients across North America.

WELL, is publicly traded on the Toronto Stock Exchange under the symbol "WELL". To learn more about the company, please visit:www.well.company .

Position Summary:

As WELL continues to grow, we are building a dynamic Toronto office that brings together our people, leaders, and culture and supports greater collaboration across the organization.

We are seeking a highly organized, proactive, and resourceful Executive Assistant & Office Manager to join our Toronto team. Reporting directly to the Chief Operating Officer (COO), this role combines high-level executive support with ownership of the day-to‑day operations and overall experience of our Toronto office.

The successful candidate will be a trusted partner to the COO and other executives, and a key contributor to creating a professional, welcoming, and well‑run workplace. This role is ideal for someone who thrives in a fast‑paced, entrepreneurial environment, exercises sound judgment and discretion, anticipates needs, takes initiative, and enjoys balancing executive support with hands‑on office management.

What you’ll own:

• Provide executive support to the COO and Executive team, including complex calendar management, meeting coordination, scheduling, and prioritization of competing commitments.
• Arrange domestic and international travel, including accommodations, transportation, and detailed itineraries.
• Prepare and process expense reports, correspondence, presentations, reports, and other executive materials.
• Anticipate the executives’ needs, proactively resolve scheduling conflicts, and help ensure priorities, commitments, and follow‑ups are effectively managed.
• Coordinate with internal teams, senior leaders, external partners, and other stakeholders on behalf of the executives, handling sensitive and confidential information with discretion.
• Take ownership of the day‑to‑day operations and overall experience of the WELL Toronto office, ensuring the workplace is organized, professional, welcoming, and running smoothly.
• Serve as the primary point of contact for office‑related matters, including vendors, building management, service providers, and other workplace partners.
• Coordinate and support executive and onsite meetings, leadership visits, office events, team gatherings, and employee engagement activities.
• Act as reception to occasional client, customer, and government visitors at the office and greet and manage guests/visitors as required.
• Manage office operations, including supplies, equipment, maintenance, deliveries, meeting rooms, visitors, and other workplace requirements.
• Proactively identify opportunities to improve the office experience, processes, organization, and operational efficiency.
• Partner effectively across the organization and support special projects and ad hoc initiatives as required in a fast‑paced, evolving environment.

What you bring:

• 10+ years of progressive experience encompassing both Executive Assistant and Office Manager responsibilities, including significant experience directly supporting senior executives and independently managing office operations.
• Proven ability to manage complex and competing priorities while operating effectively in a fast‑paced, entrepreneurial environment.
• Exceptional organizational and time‑management skills, with strong attention to detail and a high level of follow‑through.
• Excellent written and verbal communication skills, with sound judgment, professionalism, discretion, and demonstrated experience handling sensitive and confidential information.
• A proactive, solutions‑oriented mindset with the ability to anticipate needs, take initiative, solve problems, and operate with a high degree of independence.
• Strong interpersonal skills and the ability to build trusted relationships and work effectively with executives, employees, and external stakeholders.
• Demonstrated experience coordinating complex executive calendars, domestic and international travel, meetings, events, and office operations.
• Strong proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Flexibility and adaptability, with the ability to remain composed and effective as priorities shift in a growing organization.
• Ability to work onsite at WELL’s downtown Toronto office.

Compensation & belonging:

The salary for this position falls within a defined range and will be determined based on several factors, including the candidate’s experience, qualifications, skills, and the needs of the organization. At WELL, we are committed to fair and equitable compensation and aim to provide a competitive salary that reflects the value and expertise of the successful candidate.

WELL is committed to fostering a diverse, inclusive, and accessible workplace. We welcome and celebrate the diversity of applicants and team members across abilities, race, gender identity, sexual orientation, and experience. We strive to create an environment where differences are valued and contribute to our collective success – this is the WELL Way.

This recruitment process uses automated tools, including artificial intelligence, to help review applications. Qualified human decision-makers review these results and make all final hiring decisions.

A great place to grow:

WELL has been independently certified as a Great Place to Work® by the Great Place to Work Institute® Canada, reflecting our commitment to a culture rooted in trust, inclusivity and employee well‑being.