Executive Assistant

Southlake Health Community • Newmarket, ON

4d • CA$40 - CA$47 • Hybrid

About The Position

Reporting to three Senior Executives, the Executive Assistant provides high-level administrative and project support while serving as part of the broader Executive Assistant team backup structure. This role is critical in ensuring seamless executive operations and requires a highly organized professional who thrives in a fast-paced environment and demonstrates exceptional professionalism, discretion, confidentiality, flexibility, and a strong customer service mindset. The successful candidate is a proactive problem solver who can work independently, exercise sound judgment, anticipate executive needs, and think several steps ahead to proactively manage competing priorities, shifting demands, and complex situations with minimal direction. This position may require occasional irregular or extended hours based on business needs.

Requirements

• Minimum five (5) years of experience in progressive senior administrative roles.
• Undergraduate degree in a related discipline required or equivalent experience at an executive level.
• Proven success in providing superior service and support in a fast-paced, demanding environment.
• Sound judgement, excellent analytical and problem-solving skills.
• Exceptional knowledge of Hospital policies, procedures, and relevant legislation.
• Demonstrates excellence in drafting communications, documents and presentations.
• Advanced knowledge of MS Office, SharePoint, Zoom and other systems.
• Superior communication skills, both oral and written, combined with a customer-focused approach and ability to handle requests in a professional, diplomatic and tactful manner.
• Demonstrated initiative, accuracy, leadership and meticulous attention to detail.
• Exceptional relationship management skills and the ability to build and grow connections
• Ability to organize a heavy and fluctuating workload in a changing environment.
• Ability to work under pressure and meet deadlines.
• Models behaviour that is aligned with the values of Southlake Health

Nice To Haves

• Health care experience preferred.

Responsibilities

• Serve as the primary point of contact and liaison on behalf of senior executives for internal and external stakeholders
• Act as a trusted partner to executives by anticipating needs, proactively identifying solutions, and ensuring priorities are managed seamlessly
• Coordinate and support meetings, projects, events, and initiatives requiring executive involvement
• Manage highly confidential and sensitive information, including Human Resources related matters
• Provide complex calendar management, coordinating daily priorities, appointments, meetings, deadlines, and executive schedules while anticipating scheduling conflicts and changing priorities
• Exercise independent judgment in managing competing requests, proactively resolving issues, and ensuring executives are prepared and positioned for success
• Organize meetings, prepare agendas, record meeting minutes, and track follow-up actions to ensure accountability and timely execution
• Review incoming correspondence and materials, prioritize work, identify potential issues in advance, and proactively address matters requiring executive attention
• Coordinate travel arrangements, conference planning, and logistics
• Prepare and distribute communications and announcements on behalf of the executive portfolio
• Provide additional administrative and operational support as needed to ensure efficient and effective executive office operations

Benefits

• Progressive health and dental benefit plans.
• HOOPP pension plan with employer and employee premium sharing.
• Enhanced wellness initiatives, including virtual fitness classes and on-site gym memberships.

What This Job Offers

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