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About the Role

The Executive Assistant provides proactive, high-level administrative and organizational support to the Chief of Staff & Corporate Secretary, ensuring seamless coordination of executive activities through effective scheduling, communication, and workflow management with professionalism, discretion, and sound judgment.

Responsibilities

• Provide comprehensive administrative and scheduling support to the COS/CS, including calendar management, travel arrangements, correspondence, and preparation for executive, Board, committee, and divisional commitments.
• Manage deadlines, commitments and competing priorities to ensure the COS/CS is fully prepared, while exercising sound judgment to protect their time and maintain focus on the most important issues.
• Track COS/CS commitments and follow-ups to keep work moving, proactively flagging items that are delayed or at risk.
• Provide proactive support by anticipating needs, priorities and potential challenges before they arise.
• Coordinate information, tasks, and logistics, and proactively streamline the COS/CS's schedule and workflow.
• Partner closely with the Coordinator, Board Operations & Governance and the CEO’s Executive Assistant to synchronize deliverables, align priorities, and ensure seamless coordination of priorities and communications.
• Implement and manage digital tools including Microsoft Planner, Teams, SharePoint and AI to track actions, commitments, and deliverables.
• Develop and enhance administrative procedures to improve efficiency and effectively support the COS/CS.
• Proactively leverage and innovate with AI tools to modernize improve administrative processes.
• Manage expense processing, including invoices, expense claims, and purchasing documentation, ensuring accurate and timely processing and following up on outstanding approvals.
• Provide support to COS/CS direct reports and others in the Office of the CEO as required.
• Maintain the highest level of confidentiality and professionalism in all matters, demonstrating a commitment to the organization’s values of accountability, compassion, and trustworthiness.
• Coordinate meetings and events for the COS/CS, including executive, Board, committee, and divisional commitments, ensuring appropriate scheduling, logistics, materials, and preparation.
• Support enterprise initiatives led by the COS/CS, tracking progress and ensuring timely completion of follow-ups.
• Prepare and format agendas, briefing materials, and supporting documentation for meetings with the CEO, Board of Trustees, Executive Team, and other key stakeholders.
• Act as recording secretary for management-level committee meetings, including drafting agendas, recording and distributing minutes, tracking action items, and maintaining accurate records in accordance with governance standards.

Requirements

• At least seven years of executive administrative experience, including direct support to a C-suite or similarly senior executive in a complex organization.
• Proven ability to manage complex calendars, competing priorities, executive meetings, confidential matters, and time-sensitive work with limited direction.
• Experience supporting executives, Board, committee, or senior leadership meetings, including coordinating agendas and materials, taking minutes, capturing decisions, and tracking actions.
• Experience with vendor administration, invoices, expense claims, purchase documentation, and related tracking.
• Demonstrated experience in corporate governance, including preparation of correspondence, reports, presentations, and minutes.
• Confidence to take ownership, exercise initiative, and ask questions.
• Adaptability, resilience, curiosity, and a commitment to continuous improvement.

Skills

• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Planner, Teams, and SharePoint.
• Experience using AI.
• Strong organizational and prioritization skills.
• Excellent written and verbal communication skills.
• Exceptional interpersonal skills.
• Sound judgment and discretion.

Location

• Office

Work Type

• Full-time

Experience Level

• 7+ years of executive administrative experience

Salary/Compensations

• $71,000 - $110,000 CAD

Benefits

• Competitive, 100% company-paid extended health and dental benefits for permanent employees
• Coverage supporting diversity and mental health (e.g., gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year, parental leave top-up, and a health spending account)
• Optional post-retirement health and dental benefits subsidized at 50%
• Yoga classes, meditation workshops, nutritional consultations, and wellness seminars
• Membership in HOOPP’s world class defined benefit pension plan

About the Company

• HOOPP is committed to providing a financially secure retirement for Ontario healthcare workers.

Equal Opportunity

• Our commitment that equity, diversity, and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves.