Job Category: Administrative/Clerical
Hospital Location: Newmarket ON
Job Type: Temporary (Fixed Term), Full time
Number of Positions: 1
Minimum - Maximum Hourly Rate: $39.87 - $47.40
Why Join Our Team?
A people-first workplace environment that prioritizes belonging, wellness, and psychological safety.
Hybrid, virtual, and in-person working environment (where applicable).
Progressive health and dental benefit plans.
HOOPP pension plan with employer and employee premium sharing.
Enhanced wellness initiatives, including virtual fitness classes and on-site gym memberships.
If you are ready to embrace this exciting challenge and contribute to the success of Southlake Health, we encourage you to apply and be part of our dedicated team, making a difference in the lives of our employees and the community we serve!
Reporting to three Senior Executives, the Executive Assistant provides high-level administrative and project support while serving as part of the broader Executive Assistant team backup structure. This role is critical in ensuring seamless executive operations and requires a highly organized professional who thrives in a fast-paced environment and demonstrates exceptional professionalism, discretion, confidentiality, flexibility, and a strong customer service mindset.
The successful candidate is a proactive problem solver who can work independently, exercise sound judgment, anticipate executive needs, and think several steps ahead to proactively manage competing priorities, shifting demands, and complex situations with minimal direction. This position may require occasional irregular or extended hours based on business needs.
What You’ll Be Doing
- Serve as the primary point of contact and liaison on behalf of senior executives for internal and external stakeholders
- Act as a trusted partner to executives by anticipating needs, proactively identifying solutions, and ensuring priorities are managed seamlessly
- Coordinate and support meetings, projects, events, and initiatives requiring executive involvement
- Manage highly confidential and sensitive information, including Human Resources related matters
- Provide complex calendar management, coordinating daily priorities, appointments, meetings, deadlines, and executive schedules while anticipating scheduling conflicts and changing priorities
- Exercise independent judgment in managing competing requests, proactively resolving issues, and ensuring executives are prepared and positioned for success
- Organize meetings, prepare agendas, record meeting minutes, and track follow-up actions to ensure accountability and timely execution
- Review incoming correspondence and materials, prioritize work, identify potential issues in advance, and proactively address matters requiring executive attention
- Coordinate travel arrangements, conference planning, and logistics
- Prepare and distribute communications and announcements on behalf of the executive portfolio
- Provide additional administrative and operational support as needed to ensure efficient and effective executive office operations
What you bring:
- Minimum five (5) years of experience in progressive senior administrative roles.
- Undergraduate degree in a related discipline required or equivalent experience at an executive level.
- Proven success in providing superior service and support in a fast-paced, demanding environment.
- Sound judgement, excellent analytical and problem-solving skills.
- Health care experience preferred.
- Exceptional knowledge of Hospital policies, procedures, and relevant legislation.
- Demonstrates excellence in drafting communications, documents and presentations.
- Advanced knowledge of MS Office, SharePoint, Zoom and other systems.
- Superior communication skills, both oral and written, combined with a customer-focused approach and ability to handle requests in a professional, diplomatic and tactful manner.
- Demonstrated initiative, accuracy, leadership and meticulous attention to detail.
- Exceptional relationship management skills and the ability to build and grow connections
- Ability to organize a heavy and fluctuating workload in a changing environment.
- Ability to work under pressure and meet deadlines.
- Models behaviour that is aligned with the values of Southlake Health
Southlake Health is fully committed to a culture of belonging and an inclusive environment that encourages every team member to lead within their role, generate innovative ideas that reinforce our mission and goal to create a healthy workplace where our community can thrive.
Regular and reliable attendance is an expected requirement of this position.
We are committed to a selection process and work environment that is inclusive and barrier-free. Accommodation will be provided in accordance with the Ontario Human Rights Code. Applicants who may require accommodation during the selection process are encouraged to notify the Human Resources Department when contacted for an interview. The People, Culture and Experience team will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process, which will enable you to be assessed fairly and equitably.
Use of Artificial Intelligence (AI)
We prioritize a people-first workplace culture which emphasizes equity and inclusion throughout our hiring process. To ensure fairness and transparency, all applications are reviewed and assessed by our dedicated team of recruiters and hiring managers, not by artificial intelligence (AI). We value the unique perspective each candidate brings to our organization.
Health & Safety Workplace Responsibilities
It is the responsibility of all Southlake Health employees to work safely and promote health and safety in the workplace. Employees must adhere to the duties of workers, as stipulated in Section 28 of the OH&S Act, as well as all Southlake OH&S policies and procedures. Must be able to perform all necessary bona fide duties for the position, as outlined in the position guide. Must review and be capable of performing duties as outlined in the Job Demands Analysis for the position as a condition of offer. Proven ability to attend work regularly as per the Attendance Support Policy.
Commitment to Diversity and Inclusion
Southlake Health is fully dedicated to employment equity, diversity, and inclusion in our recruitment practices. We welcome candidates who identify with equity-seeking groups, including women, racialized individuals, Indigenous Peoples, persons with disabilities, and those from the 2SLGBTQ+ community. Any information provided will be kept confidential and used appropriately in our recruitment process.
Anti-Oppression/Anti-Racism at Southlake Health
Southlake Health is committed to having a workforce that is reflective of the diversity of York Region and strongly encourages applications from all qualified individuals, and from those who can provide different perspectives and contribute to a further diversification of ideas.
Only candidates selected for an interview will be contacted. Thank you for your submission. We appreciate your interest in joining Southlake Health!
