Executive Assistant, Clinical Programs

Corporate Services Full Time Brampton, ON $33.38 - $36.16 CAD per hour

This position is fully on-site and requires employees to work on-site five days per week.

The Executive Assistant provides high-level administrative, operation, and strategic support to executive leadership, ensuring the efficient and effective functioning of executive and organizational activities. The role serves as a trusted partner in managing communications, coordinating priorities, overseeing completes administrative processes, and supporting governance, project management, and stakeholder relations. The Executive Assistant exercise sounds judgement, maintains strict confidentiality, and proactively facilitates the achievement of organizational goals through exceptional organization, professionalism, and attention to detail.

This position operates within a dual-reporting structure, providing dedicated executive, administrative, and operational support to the two Senior Directors who oversee the clinical programming at Well Fort CHS. The Executive Assistant is responsible for balancing competing priorities, coordinating activities across both portfolios, and ensuring seamless communication, organization, and support while maintaining a high degree of professionalism, discretion, and accountability. The Executive Assistant, Clinical Programs, reports to the Senior Director, Integrated Care and Senior Director, Population Health, Innovation, and Community Programs.

• Provide administrative support of the Senior Director activities and work products as required.
• Provide critical administrative and clerical support to the Senior Directors as required.
• Provide administrative support to new initiatives as required.
• Assistin the collection of materials and reports for funder requirements, as required.
• Assist managers and staff in the Senior Director portfolios to ensure access to the Senior Directors inan appropriateandtimelymanner.
• As requested, manages research, collects,consolidate sand may summarize data. Formats to facilitate interpretation and/or to highlight key aspects/trends.
• Provide administrative support to the Senior Directors such as scheduling, travel arrangements, expense reports and credit card statement reconciliations.
• Provide critical administrative and clerical support to the Senior Directors as required.
• Serve as the primary point of contact for internal and external communication on all matters pertaining tothe Senior Directors, including those of highly confidential or critical nature.
• Create reports and presentations by collecting, analyzing, and summarizing information meeting material organization, and taking care oflogisticssuch as room setup and catering arrangements.
• Lead and coordinate special projects and events under the direction of the Senior Directors as required.
• Work closely with external partners, assistants, vendors, and stakeholders tocompletetasks such as meeting coordination, contractdraftingand report collaboration.
• Manage other related duties or special projects as assigned by the Senior Directors.
• Organizes and attends committees and takes minutes for the Senior Directors, as required.
• Creates andmaintainssystems such as contact lists, membership and terms for the Senior Directors.
• In collaboration with the Senior Directors, maintains and orders corporate materials such as business cards,letterhead, envelops brochures and other promotional items for those in the Senior Directors’ portfolios.
• Supports the coordination and facilitation of presentations, meetings, webinars including the preparation of presentation materials (PowerPoint decks, reports, Excel documents,correspondence and meeting minutes).
• Schedules, plans and organizes all logistical details for in-house and off-site meetings, as required.
• Oversees/coordinates office equipment/cleaning, security/access control, coffee/vending machines, catering, etc.
• Manages the inventory of office supplies for the Senior Director portfolios, acting as a gatekeeper; orderingadditionalsupplies asneeded and ensuring that costs are appropriately managed.
• Develops andmaintainsorganizational administrative systems such as inventory, service contracts,leases, vendor lists, onlineaccountsand phone trees in collaboration with the Corporate Services Administrative Assistant, and Executive Assistant and Board Liaison.
• Maintains knowledge and information sources such as the…