Office Assistant jobs in Toronto, ON

Be a Trusted Partner to Executive Leadership

Our client, a respected and growing healthcare organization, is seeking an experienced Executive Assistant to provide strategic, executive-level support to the Chief Executive Officer (CEO).

This is a unique opportunity for a highly organized, proactive, and relationship-focused professional to play a pivotal role at the heart of the organization. As a trusted partner to the CEO, you will provide high-level executive, governance, and operational support while serving as a key liaison between senior leadership, the Board of Directors, and external stakeholders.

The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and brings exceptional professionalism, discretion, and judgment to every interaction. Given the nature of the role and key stakeholder relationships, experience working with Chinese stakeholders and an understanding of Chinese cultural protocols and business practices are essential to success in this role.

Key Responsibilities

Executive Support

• Serve as a trusted partner to the CEO, proactively managing priorities and ensuring seamless day-to-day operations.
• Manage complex calendars, meetings, and scheduling logistics for the CEO.
• Coordinate and prepare meeting materials, agendas, briefings, presentations, and supporting documentation.
• Act as a primary point of contact and ambassador for the CEO, responding to inquiries and facilitating effective communication with internal and external stakeholders.
• Monitor, prioritize, and manage incoming information, identifying emerging issues, risks, and opportunities.
• Draft, edit, and manage a variety of executive communications, including correspondence, reports, briefing notes, and presentations.
• Conduct research, compile data, and prepare reports to support strategic initiatives and decision-making.
• Coordinate business travel arrangements and related logistics.

Governance & Board Support

• Provide comprehensive administrative and coordination support for Board and committee activities.
• Coordinate Board and committee meeting schedules, agendas, materials, minutes, and logistics.
• Liaise with Board members and administrative counterparts to ensure effective communication and coordination.
• Support governance processes while maintaining the highest levels of confidentiality and professionalism.

Senior Leadership & Corporate Office Support

• Provide executive-level support to members of the senior leadership team as required.
• Coordinate leadership meetings, retreats, and organizational initiatives.
• Support cross-functional projects and strategic priorities across the organization.

Corporate Office Administration

• Lead the effective administration of the Corporate Office.
• Maintain and continuously improve administrative processes, systems, and procedures.
• Manage corporate records, documentation, and filing systems with a high degree of accuracy and confidentiality.
• Prepare payroll submissions, expense reports, and related administrative documentation.
• Manage office inventory and administrative resources.
• Identify and implement tools, technologies, and best practices to enhance operational efficiency.
• Provide guidance and support to administrative professionals, students, and volunteers as required.

Qualifications

• Minimum of 7 years of experience supporting C-suite executives and/or Boards of Directors.
• Proven ability to anticipate needs, exercise sound judgment, and work independently in a dynamic environment.
• Exceptional organizational, planning, and time management skills with the ability to manage multiple competing priorities.
• Strong interpersonal, verbal, and written communication skills, with the ability to interact effectively at all levels of an organization.
• Demonstrated ability to handle highly sensitive and confidential information with discretion and professionalism.
• Highly adaptable, proactive, and solution-oriented, with a continuous improvement mindset.
• Bachelor's degree or equivalent combination of education and experience; formal administrative training is considered an asset.
• Advanced proficiency in Microsoft Office Suite, including Word, PowerPoint, and Excel.
• Strong proficiency with cloud-based and business applications, including SharePoint, Adobe Acrobat, SurveyMonkey, and related technologies.
• Demonstrated experience working with Chinese stakeholders and knowledge of Chinese cultural protocols and business practices is required.
• Experience supporting multicultural stakeholder groups and navigating culturally sensitive situations is considered an asset.
• Satisfactory Police Check, including Vulnerable Sector Screening.
• Valid driver's license and access to reliable transportation.

What You Bring

• Exceptional attention to detail and commitment to excellence.
• Strong critical thinking and problem-solving skills.
• The ability to anticipate needs and proactively remove barriers.
• Outstanding relationship-building and stakeholder management skills.
• Professionalism, integrity, and sound judgment.
• Cultural awareness and sensitivity, with the ability to build and maintain effective relationships with diverse stakeholders.
• A collaborative and service-oriented approach.

Working Conditions

• Hybrid work environment with a combination of on-site and off-site support.
• Occasional evening and weekend work required to support Board meetings and executive priorities.

This is an opportunity to work closely with executive leadership, contribute to organizational success, and make a meaningful impact within a mission-driven healthcare environment. You will play a critical role in supporting strategic priorities and enabling leaders to focus on delivering exceptional, person-centred care.

Trevor Frances Recruitment is an equal opportunity recruitment partner. We are committed to presenting qualified candidates based on skills, experience, and potential, and we encourage applications from all qualified individuals.

Pay: $80,000.00-$90,000.00 per year

Benefits:

• Company pension
• Dental care
• Extended health care
• On-site parking
• Paid time off
• Vision care

Experience:

• Executive Assistant: 7 years (preferred)
• Board Support: 2 years (preferred)

Work Location: Hybrid remote in Scarborough, ON