HOOPP

Why you’ll love working here:

• high-performance, people-focused culture
• 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
• learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth
• membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security
• competitive, 100% company-paid extended health and dental benefits for permanent employees, including coverage supporting our team's 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
• the opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers

Job Summary

The Executive Assistant (“EA”) provides proactive, high-level administrative and organizational support to the Chief of Staff & Corporate Secretary (“COS/CS”) and her direct reports. This role ensures seamless coordination of the executive’s activities through effective scheduling, communication, and workflow management — all delivered with professionalism, discretion, and sound judgment.

Working closely with the Board Coordinator and the CEO’s Executive Assistant, the EA aligns actions and priorities across the COS/CS’s areas of responsibility to ensure coordination and continuity within the Office of the CEO.

What you will do:

• Manage and prioritize the COS/CS’s calendar, correspondence, travel, and meetings.
• Provide administrative and scheduling support to the COS/CS’s direct reports.
• Manage deadlines, meetings, and commitments to ensure the COS/CS is always fully prepared.
• Provide proactive support and anticipate needs, priorities, and potential challenges before they arise.
• Partner closely with the Board Coordinator and the CEO’s Executive Assistant to synchronize deliverables, align priorities, and ensure seamless coordination of meetings, communications, and events.
• Coordinate information, tasks, and logistics, and proactively streamline the COS/CS’s schedule and workflow.
• Prepare and format agendas, briefing materials, and documentation for meetings with the CEO, Board of Trustees, and Executive Team.
• Act as recording secretary for management-level committee meetings: draft agendas, record and distribute minutes, track action items, and maintain accurate records in compliance with governance standards.
• Implement and manage digital tools (e.g., Microsoft Planner, Teams, SharePoint) to track meetings, actions, and deliverables.
• Develop and enhance administrative procedures to increase efficiency and effectively support the COS/CS.
• Support enterprise initiatives led by the COS/CS, tracking progress and ensuring timely completion of follow-ups.
• Manage expense processing and other administrative processes.
• Maintain the highest level of confidentiality and professionalism in all matters, demonstrating dedication to upholding the organization’s values of accountability, compassion, and trustworthiness.

What you bring:

• Post-secondary education in Business Administration, Office Management, or equivalent experience.
• Minimum of 7 years of executive administrative experience in a corporate environment.
• Advanced proficiency with Microsoft 365 (Outlook, Planner, Teams, Excel, SharePoint).
• Exceptional communication, writing, organizational, and interpersonal skills.
• Demonstrated experience in corporate governance, including preparation of correspondence, reports, presentations, and minutes.
• Proven ability to handle confidential information with discretion and sound judgment.
• Strong problem-solving, multitasking, and project coordination abilities.
• Demonstrated commitment to accuracy, timeliness, and exceptional attention to detail, with a proactive approach to identifying and implementing process improvements.
• Energetic, adaptable, and solution-oriented, with a strong work ethic.