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.

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.




- Robust 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.
- 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.
- Robust 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 executi

📌 Executive Assistant to CEO (Scarborough)
🏢 Trevor Frances
📍 Scarborough