Executive Assistant

Job description

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the Medical Director, Director of Operations and the broader team. This role combines advanced administrative support with project coordination and leadership responsibilities across medical, health, and digital initiatives. The ideal candidate thrives in a dynamic environment, excels at managing multiple priorities, and is comfortable working with diverse stakeholders across the interdisciplinary health team.

Job Type: Full-time
Location: In person at Bathurst & Sheppard
Compensation: $30 – $40 hourly
Use of AI: We do not use AI in the recruitment process. The hiring team reviews and screens all resumes, and selects candidates directly for interviews and offer.

Duties and Responsibilities
  • Coordinate administrative policies, procedures, schedules for the organization and affiliates.
  • Prepare reports, briefings, and summaries for the company and affiliated organizations.
  • Assist the medical director and president in their duties.
  • Manage complex stakeholder relationships within the organization, external partners, and wider health system.
  • Provide leadership in the organization, execute and implement complex multi-year project.
  • Assess risks in planning, design and development/procurement.
  • Evaluate policies and procedures.
  • Negotiate and obtain stakeholder buy-in for multi-partner/stakeholder projects in the integrated health care system.
  • Conduct analytics, metrics, and reporting.
  • Communicate project plan, progress.
  • Establish project goals, specifications, requirements, timelines, budget, milestones.
  • Document processes and procedures.
  • Perform some of the work in projects when necessary due to budgetary or time constraints.
  • Apply for funds and grants.
  • Meet with staff, stakeholders, team members to monitor and progress projects.
  • Abide by the clinic/organization Policies, Procedures and Guidelines, and Code of Conduct.
  • Attend staff meetings.
  • Be willing and able to be trained, to expand scope of work, and to train others.
Education and Qualifications
  • Post‑secondary education in business administration, health administration, project management, or a related field; equivalent experience may be considered.
  • Must-have experience within healthcare, public sector, or complex multi‑stakeholder environments supporting senior leaders or executives, ideally.
  • Comfortable and productive in a growing, evolving, entrepreneurial work environment.
  • Demonstrated project management experience, including planning, coordination, execution, and reporting.
  • Strong analytical skills with experience conducting reporting, and data‑driven decision support.
  • Proficient with MS Office and other technology. Fast learner of new technologies.
  • Exceptional written and verbal communication skills, with the ability to prepare high‑quality reports, briefings, and presentations.
  • Proven ability to manage relationships with diverse stakeholders across clinical, administrative, and external partner groups.
  • Ability to evaluate policies and procedures and support organizational improvement initiatives.
  • Strong organizational skills with the ability to manage multiple priorities and deadlines.
  • Ability to work independently, exercise sound judgment, and maintain confidentiality.
  • Proficiency with digital tools, project management platforms, and Microsoft Office applications.
  • Commitment to professional development and willingness to learn and train others.
  • Demonstrated commitment to confidentiality, discretion, and professional conduct, with the ability to handle sensitive clinical, organizational, and stakeholder information responsibly.
  • Knowledge of Ontario’s primary care system, interprofessional care models, and integrated health system partnerships is an asset.
Benefits
  • Vision care
  • Dental care
  • HOOPP Pension Benefit
  • Extended health care
  • On-site parking

Contact: Please email cover letter, resume, and references to careers(at)getwellteam.ca

We will receive applications and contact you further for an interview if you meet preliminary requirements. Thank you for your interest!

We are committed to being an equal opportunity employer and are happy to provide accommodations upon request at all stages of the recruitment process. Should you require any disability-related accommodation to support your participation in our recruitment process, please contact us at careers(at)gwfht.ca and we will work with you to meet your accessibility needs.