Executive Assistant - Corporate Services

Job Number:

Job Title: Executive Assistant - Corporate Services

Department: Administration

Job Type: Permanent Full Time

Action Required:

Replacing a current budgeted position

Job Category: Administration / Clerical

Open Positions: 1

Date Posted: October 29, 2026

Closing Date: November 4, 2026

Salary: $42.94 - $53.68/Hour

Hours of Work:

37.5

Position Summary

The Executive Assistant provides senior-level support to the EVP, Corporate Services & CFO, enabling the effective management and advancement of a broad portfolio of organizational, financial, operational, and strategic priorities. The role supports the coordination of key initiatives, facilitates executive decision-making, monitors commitments and deliverables, and ensures priorities are effectively advanced across the organization.

Working with a high degree of independence, judgment, discretion, and initiative, the Executive Assistant anticipates emerging needs, identifies issues requiring executive attention, and connects information, people, and priorities across the EVP & CFO's portfolio. Serving as a trusted resource and key liaison, the Executive Assistant directly contributes to executive effectiveness and the successful execution of organizational priorities.

Key Responsibilities

Executive & Administrative Support
• Provide confidential, senior-level administrative support to the Executive Vice President, Corporate Services.
• Manage the tracking, internal circulation and execution processes of funding letters, signing authorization and other financial internal controls.
• Prepare, format, proofread, and distribute reports, presentations, correspondence, and briefing materials.
• Manage complex calendars, meeting schedules, expense claims, and invoice processing.
• Ensure documents and records are received, tracked, filed, and distributed accurately and in a timely manner.
• Respond to general inquiries promptly, exercising discretion and redirecting requests as appropriate.
• Triage and respond to inquiries, compliments, and complaints in a professional and timely manner.

Meeting, Committee & Portfolio Coordination
• Provide administrative support to portfolio-related committees, regional committees, working groups, and initiatives.
• Coordinate meetings and logistics, including preparation and distribution of agendas, notices, minutes, and supporting materials, as well as arranging room bookings, catering, and equipment.
• Support effective committee functioning through timely follow-up, document management, and coordination of action items.
• Partner with portfolio leaders and team members to support both standing and ad hoc committee work aligned with organizational priorities.

Policy, Risk & Information Management
• Maintain and update portfolio information on internal intranet sites.
• Manage the document management database for portfolio policies and procedures, including uploading, monitoring, and maintenance within a distributed model.
• Assist with research, data abstraction, and preparation of materials to support meetings, projects, and reports.
• Proofread and edit materials submitted by team members to ensure clarity, accuracy, and consistency.

Collaboration & Portfolio Support
• Liaise with other Executive Assistants to support coordination of Senior Team, Board, and Board Committee activities.
• Provide relief administrative support where required.
• Collaborate with peers to identify opportunities to improve the efficiency and effectiveness of executive-office processes and administrative workflows.
• Perform other related duties as assigned by the Executive Vice President, Corporate Services.

Qualifications

Education
• Diploma in Business Administration or equivalent required
• Medical Terminology course considered an asset

Experience
• Minimum seven (7) years of progressive administrative experience.
• Experience supporting strategic projects and internal financial processes strongly preferred.
• Experience in a healthcare or public-sector environment preferred.
• Demonstrated history of successful process improvement through the utilization of technology, including artificial intelligence, considered an asset.

Skills and Traits
• Must be able to meet the physical and emotional responsibilities of the role, including standing and walking for extended periods, frequent and repetitive pushing, pulling, bending, and lifting up to 50 pounds, as well as safely operating equipment.
• Ability to meet the physical demands of the position, as outlined in the Physical Demands Analysis (PDA).
• Demonstrates proficiency in written and verbal communication, with strong interpersonal and organizational skills. • Provides excellent customer service and contributes positively to teamwork and collaborative working relationships.
• Effectively prioritizes workload, adapts to changing priorities, and remains composed in fast-paced or stressful environments. • Works independently with sound judgment, while remaining flexible to meet departmental and organizational needs.
• Demonstrates understanding of, and commitment to, equity, diversity, inclusion, and psychological safety.
• Upholds professionalism, ethical conduct, confidentiality, and respectful interactions.
• Models behaviour aligned with OSMH's mission, vision, and values.
• Uses required technology and digital tools effectively and demonstrates a willingness to learn new systems. • Contributes to a culture of safety and continuous improvement by identifying risks, following safe work practices, and supporting quality initiatives. • Demonstrates a commitment to ongoing professional and personal development through continuous learning and reflective practice.

Our Team Members Enjoy

• a professional practice environment
• a collaborative atmosphere with emphasis on teamwork
• wellness initiatives
• continuing education grants
• employee recognition and assistance programs
• a competitive salary and benefits package
• equal opportunities for growth and development

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