Job Number:
Job Title: Executive Assistant - Patient Care Services & Chief Nursing Executive
Department: Corporate Services
Job Type: Permanent Full Time
Action Required:
Replacing a current budgeted position
Job Category: Administration / Clerical
Open Positions: 1
Date Posted: October 22, 2026
Closing Date: October 28, 2026
Salary: $42.94 - $53.68/Hour
Hours of Work:
Mon to Fri, 8 - 4, 37.5 hours
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Position Summary
Reporting to the Vice President, Patient Care & Chief Nursing Executive (CNE), the Executive Assistant provides high-level administrative and coordination support to the Vice President and a Clinical Director within Patient Care Services. This role is integral to the effective day-to-day functioning of the Clinical and Patient Care portfolios.
The Executive Assistant plays a key role in enabling portfolio leaders by managing complex administrative requirements, coordinating information and activities across multiple functions, and maintaining a professional, responsive, and service-oriented environment. This role requires strong organizational skills, sound judgment, discretion, and the ability to balance competing priorities across people, quality, safety, and patient care services within a complex healthcare setting.
Key Responsibilities
Executive & Administrative Support
• Provide confidential, high-level administrative support to the Vice President, Directors, Managers, and portfolio leadership across Patient Care Services.
• 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, working groups, and initiatives, including those focused on patient care, nursing practice, quality, safety, equity, inclusion, and interprofessional practice.
• 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.
• Coordinate scheduling and updates for email and public bulletin boards.
• Coordinate Ontario Health and Ministry of Health requests and report submission as required.
Chief Nursing Executive Support
• Liaise with Executive Assistants and Nursing leaders across the region regarding broader nursing priorities, issues and trends.
• Receive Ontario Health and Ministry of Health guidance and funding documents and ensure appropriate distribution to portfolio leadership.
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.
• Support Patient Care Services engagement, recognition, inclusion, and communication through coordination of materials, events, and feedback mechanisms.
• Support portfolio-led corporate-wide events, initiatives and engagement activities.
• Perform other related duties as assigned by the Vice President and/or Directors.
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 projects and providing administrative support related to legal, risk, or compliance matters strongly preferred.
• Experience in a healthcare or public-sector environment preferred.
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.
Other
• Demonstrates a commitment to ongoing professional and personal development through participation in continuing education and self-directed learning opportunities
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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