Job Description

Core responsibilities include calendar management, drafting communications, preparing meeting materials, contract management, and responding to inquiries on behalf of senior leadership. The EA monitors submissions, maintains tracking systems (e.g., briefing notes, equipment requests, travel, recruitment), and regularly reviews workflows to improve efficiency. Success in this role requires excellent client service, sound judgment, and the ability to prioritize competing demands. The EA must demonstrate professionalism, discretion, and tact in all interactions, while maintaining confidentiality and credibility across all levels. This position demands critical thinking, initiative, and adaptability. The EA excels in office administration and represents senior leadership with integrity and a polished, diplomatic presence. This Executive Assistant (EA) serves as a vital liaison between senior leadership, physicians, and external partners, fostering strong relationships across the organization, health system, and government/community sectors. Operating with a high level of independence, the EA interprets and applies policies in a fast-paced, multi-tasked environment, drawing on deep organizational knowledge. This is a non-unionized role.


Classification: Executive Assistant Union: COV OUT OF SCOPE Unit and Program: Office of the Chief Medical Officer-Medical Affairs Primary Location: One Twelve Campus Location Details: As Per Location Employee Class: Regular Full Time FTE: 1.00 Posting End Date: 10-OCT-2025 Date Available: 13-OCT-2025 Hours per Shift: 7.75 Length of Shift in weeks: 4 Shifts per cycle: 20 Shift Pattern: Days Days Off: Saturday/Sunday Minimum Hourly Salary: $25.35 Maximum Hourly Salary: $38.03 Vehicle Requirement: Not Applicable

Required Qualifications:

Related post-secondary office administration certificate. Five years in a senior secretarial or administrative assistant position in a health care institution.

Additional Required Qualifications:

Advanced proficiency in MS Office (Word, Excel, Access, Visio, PowerPoint, Adobe Writer), Zoom, Teams, and SharePoint design and management. Skilled in database and record management. Exceptional attention to detail in formatting, grammar, syntax, and proofreading. Experienced in committee support, minute-taking, and event planning. Maintains strict confidentiality of sensitive information. Strong analytical and problem-solving abilities, with sound judgment and decision-making skills. Able to work independently under pressure and meet tight deadlines without compromising quality. Demonstrates effective interpersonal, public relations, writing, and organizational skills, with clear and concise communication.

Preferred Qualifications:

Business Writing Training. Project Management certification. PROSCI or AIW certification. Knowledgeable of policies and procedures relating to the gathering, retention and release of information. Knowledge of HIA, FOIP and other related legislation.