Executive Assistant

Trevor Frances Recruitment • Toronto, ON

10d • Hybrid

About The Position

Our client, a respected and growing healthcare organization, is seeking an experienced Executive Assistant to provide strategic, executive-level support to the Chief Executive Officer (CEO). This is a unique opportunity for a highly organized, proactive, and relationship-focused professional to play a pivotal role at the heart of the organization. As a trusted partner to the CEO, you will provide high-level executive, governance, and operational support while serving as a key liaison between senior leadership, the Board of Directors, and external stakeholders. The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and brings exceptional professionalism, discretion, and judgment to every interaction. Given the nature of the role and key stakeholder relationships, experience working with Chinese stakeholders and an understanding of Chinese cultural protocols and business practices are essential to success in this role.

Requirements

• Minimum of 7 years of experience supporting C-suite executives and/or Boards of Directors.
• Proven ability to anticipate needs, exercise sound judgment, and work independently in a dynamic environment.
• Exceptional organizational, planning, and time management skills with the ability to manage multiple competing priorities.
• Strong interpersonal, verbal, and written communication skills, with the ability to interact effectively at all levels of an organization.
• Demonstrated ability to handle highly sensitive and confidential information with discretion and professionalism.
• Highly adaptable, proactive, and solution-oriented, with a continuous improvement mindset.
• Bachelor's degree or equivalent combination of education and experience; formal administrative training is considered an asset.
• Advanced proficiency in Microsoft Office Suite, including Word, PowerPoint, and Excel.
• Strong proficiency with cloud-based and business applications, including SharePoint, Adobe Acrobat, SurveyMonkey, and related technologies.
• Demonstrated experience working with Chinese stakeholders and knowledge of Chinese cultural protocols and business practices is required.
• Satisfactory Police Check, including Vulnerable Sector Screening.
• Valid driver's license and access to reliable transportation.

Nice To Haves

• Experience supporting multicultural stakeholder groups and navigating culturally sensitive situations is considered an asset.

Responsibilities

• Serve as a trusted partner to the CEO, proactively managing priorities and ensuring seamless day-to-day operations.
• Manage complex calendars, meetings, and scheduling logistics for the CEO.
• Coordinate and prepare meeting materials, agendas, briefings, presentations, and supporting documentation.
• Act as a primary point of contact and ambassador for the CEO, responding to inquiries and facilitating effective communication with internal and external stakeholders.
• Monitor, prioritize, and manage incoming information, identifying emerging issues, risks, and opportunities.
• Draft, edit, and manage a variety of executive communications, including correspondence, reports, briefing notes, and presentations.
• Conduct research, compile data, and prepare reports to support strategic initiatives and decision-making.
• Coordinate business travel arrangements and related logistics.
• Provide comprehensive administrative and coordination support for Board and committee activities.
• Coordinate Board and committee meeting schedules, agendas, materials, minutes, and logistics.
• Liaise with Board members and administrative counterparts to ensure effective communication and coordination.
• Support governance processes while maintaining the highest levels of confidentiality and professionalism.
• Provide executive-level support to members of the senior leadership team as required.
• Coordinate leadership meetings, retreats, and organizational initiatives.
• Support cross-functional projects and strategic priorities across the organization.
• Lead the effective administration of the Corporate Office.
• Maintain and continuously improve administrative processes, systems, and procedures.
• Manage corporate records, documentation, and filing systems with a high degree of accuracy and confidentiality.
• Prepare payroll submissions, expense reports, and related administrative documentation.
• Manage office inventory and administrative resources.
• Identify and implement tools, technologies, and best practices to enhance operational efficiency.
• Provide guidance and support to administrative professionals, students, and volunteers as required.

Benefits

• Accommodation is available upon request throughout the recruitment process.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive