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About the Role

The Executive Assistant plays a critical enabling role at Proximity, supporting the day-to-day operations of the organization and ensuring a high standard of coordination, organization, and professionalism. This role focuses on executive support, internal coordination, and administrative operations, ensuring the organization runs smoothly and efficiently. It requires strong judgment, attention to detail, discretion, and the ability to anticipate needs in a fast-paced environment.

Responsibilities

Manage calendars, scheduling, and meeting logistics for the President & CEO
Support preparation and coordination of executive correspondence, presentations, and meeting materials
Manage sensitive and confidential information with professionalism and discretion
Support Board and Committee meetings, including material preparation, scheduling, travel and accommodations
Support day-to-day office operations, including supplies, subscriptions, and records management
Coordinate internal team meetings, learning sessions, and engagement activities
Support leadership development event execution including meal planning, scheduling, travel, accommodations, and reimbursements
Manage general invoicing, accounts payable, and expense processing
Provide backup support related to HR systems, employee onboarding, payroll and benefits coordination as required
Contribute to an “all hands on deck” environment where flexibility, ownership, and teamwork are essential

Requirements

5+ years of experience supporting senior executives and leadership teams
Experience in a professional services, charity, non-profit, healthcare, hospital setting or consulting environment is an asset
Familiarity with financial processes (invoicing, expenses, reconciliation)
Strong proficiency with office tools (Microsoft Office, scheduling tools, HRIS systems such as BambooHR)
Highly organized and dependable professional who enjoys creating structure and keeping things running smoothly
Comfortable managing multiple priorities at once
Proactive, service-oriented approach to supporting leaders and teams
Ability to communicate clearly and professionally with a range of stakeholders
Ability to deliver accurate, detail-oriented administrative and operational support
Ability to demonstrate discretion and confidentiality
Adaptable, collaborative, and comfortable working within a small team

Skills

Calendar management
Scheduling
Meeting logistics
Executive correspondence
Presentation preparation
Meeting material preparation
Confidential information management
Board meeting support
Committee meeting support
Office operations management
Records management
Team meeting coordination
Learning session coordination
Engagement activity coordination
Event execution support
Meal planning
Travel coordination
Accommodation coordination
Reimbursement processing
Invoicing
Accounts payable
Expense processing
HR systems support
Employee onboarding support
Payroll coordination
Benefits coordination
Microsoft Office proficiency
Scheduling tools proficiency
HRIS systems proficiency (e.g., BambooHR)

Location

Toronto

Work Type

Flexible work environment
Attend office as required

Experience Level

5+ years of experience supporting senior executives and leadership teams

Salary/Compensations

Salary range commensurate with experience

Benefits

Comprehensive benefits package
Extended health and dental coverage
Participation in the HOOPP defined benefit pension plan
Top-up benefits for maternity and parental leave

About the Company

Proximity Institute is an independent charitable organization dedicated to enabling effective leadership at the most senior level in Ontario hospitals.
Proximity was founded by the Ontario Hospital Association (OHA).
Proximity works in partnership with Ontario hospital CEOs and their top teams on the leadership priorities that matter most for Ontario hospitals.
Our long-term ambition is to work collaboratively with Ontario hospitals to identify, develop and ready a quality pipeline of emerging CEO talent.
Small, focused, and highly trusted by our stakeholders, we are deeply committed to strengthening healthcare leadership in Ontario.
At Proximity, we are intentional about building a culture that reflects the leadership priorities we aim to impact.
Our work is grounded in our values of integrity, curiosity, and camaraderie.
We are committed to a positive, inclusive work environment where team members feel seen, heard, and supported.

Equal Opportunity

Proximity is committed to fostering a climate of equity, diversity, inclusion, and accessibility.
We welcome applications from all qualified candidates.