The Executive Assistant is a highly experienced and trusted business partner responsible for providing proactive administrative and organizational support to the EVP, Group Head of Benefits and designated members of the leadership team. Acting as an extension of the executive, this role anticipates needs, manages competing priorities, facilitates communication, and ensures seamless coordination of key business activities.
In addition to executive support responsibilities, the role provides light office coordination and support for the Social Committee, partnering closely with Human Resources and committee members to develop and deliver employee engagement initiatives, workplace events, and culture-building activities. Through strong organization, collaboration, and leadership, this role contributes to creating a professional, welcoming and connected office environment while supporting the overall employee experience.
This position is primarily in‑office, 4 days per week with some flexibility.
KEY RESPONSIBILITIES:
Executive Support:
· Provide comprehensive administrative support to the EVP, Group Head of Benefits and designated leaders, acting as a trusted partner in managing priorities and day-to-day operations.
· Manage complex and frequently changing calendars, ensuring effective prioritization of meetings, business commitments, and strategic initiatives.
· Coordinate leadership meetings, management meetings, client meetings, and off-site sessions, including preparation of agendas, materials, presentations, and follow-up actions.
· Prepare and review correspondence, presentations, reports, and other business documents on behalf of leadership.
· Manage travel arrangements, itineraries, accommodations, and expense reporting.
· Track deliverables, action items, and deadlines, ensuring timely follow-up and completion.
· Serve as a liaison between executives and internal and external stakeholders, maintaining professionalism, discretion, and strong relationship management.
· Support special projects, business initiatives, and operational priorities as assigned.
· Handle sensitive and confidential information with a high degree of discretion and judgment.
· Anticipate executive needs and proactively identify opportunities to improve efficiency, organization, and administrative processes.
Office Culture and Events
· Partner with Human Resources and Social Committee members to develop and execute an annual calendar of social events, celebrations, recognition activities, charitable initiatives, and team-building opportunities.
· Serve as the primary coordinator for workplace culture initiatives, employee events and office activities.
REQUIREMENTS
· 8+ years of experience as an Executive Assistant supporting senior leaders or executives in a professional corporate environment.
· Demonstrated experience managing complex schedules, executive priorities, and confidential information.
· Experience leading corporate events or workplace programs is preferred
· Proven ability to operate independently and effectively in a fast-paced, evolving environment.
· Advanced proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, SharePoint) and basic A/V and conference room setups
· Exceptional organization and project management skills with strong attention to detail.
· Outstanding verbal and written communication skills
· Strong business judgement, professionalism and discretion
· Ability to anticipate needs, solve problems proactively and manage multiple competing priories
· Ability to build relationships and influence stakeholders at all levels of the organization
· Strong event planning, budget coordination and vendor management capabilities
· Highly resourceful, adaptable and committed to delivering exceptional service
· Ability to lift/move up to 25 lbs periodically (supplies, marketing materials), comfortable with mail runs, room setups and restocking.
· A hands-on attitude and willingness to work with minimal administrative support in a fast growth company
SALARY:
The actual pay may be below or above the range based on candidates’ knowledge, skills, and level of ability relative to expectations for the role applied to. Candidates with salary expectations outside of the range are encouraged to apply.
ACCOMODATIONS:
In Ontario, One Team Health and affiliated organizations accommodate the needs of job applicants throughout its recruitment and selection processes in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodation needs must be provided in advance. To discuss your needs, please contact the individual noted in the posting.
DISCLOSURE STATEMENT:
This role is an existing vacancy with our organization.
Job Types: Full-time, Permanent
Pay: $80,000.00-$110,000.00 per year
Benefits:
- Dental care
- Extended health care
- RRSP match
- Vision care
- Work from home
Application question(s):
- What is your expected salary range?
- This is an in person position. Are you comfortable coming to the office at least 4 days a week?
Experience:
- office coordination : 1 year (preferred)
- supporting C-suite or senior executives: 8 years (required)
Work Location: In person
