Executive Assistant, Office of the VP, Capital Redevelopment and Facilities Operations

One of Canada's Best Diversity Employers and Greater Toronto's Top Employers for many consecutive years, William Osler Health System (Osler) provides a safe and supportive health care network to grow your career. Osler is nationally recognized for its commitment to patient safety and is Accredited with Exemplary Standing, the highest rating a Canadian hospital can receive. As a major Ontario hospital system, and home to some of the biggest specialty and emergency departments in the country, Osler serves the 1.3 million residents of Brampton, Etobicoke and surrounding communities. We are proud to offer you incredible exposure to best-in-class health care delivery and challenging hands-on opportunities to stay at the top of your game.

A hospital system built for and by the community, we continue to expand our services to meet the needs of a growing population, creating opportunities for increased hands-on skills development, cross-department training and promotional opportunities. Guided by our accomplished senior leadership team, together we are driving our vision of world-class health care inspired by our people and communities.

At Osler, we invest in careers that go beyond where health care professionals like you can achieve their goals and find deep personal and professional fulfillment. Join our team today!

The portfolio of the Vice President, Capital Development and Facilities Operations, is focused on leading the transformation of health care delivery across the continuum to build a sustainable and integrated local system that serves 1.3 million residents of Brampton, Etobicoke and surrounding communities.

Osler's role in building a sustainable health care system necessitates a fundamental shift in the model of care to move to scheduled visits, where appropriate, in order to counter the rapidly growing number of emergency department visits and inpatient admissions. Implicit in this shift is the collaboration with health partners in the community and careful consideration of the potential role of Osler's three unique sites.

The Executive Assistant ensures the efficient operations of the portfolio by directly managing a subset of administrative functions. This role serves as an extension of the executives he/she supports with the aim of maximizing the executive's performance. The role handles multiple, changing priorities, facilitates resolution of multiple problems that are administrative in nature, and is open to constant challenge and change within a fast-paced environment. 

This position requires an individual with astute critical thinking skills, initiative, strong organizational and communication skills, and an appetite for learning. To excel, this individual must be flexible and embrace opportunities to get involved with initiatives related to all aspects of the portfolio.

This role provides administrative support to the Vice President, Facilities Operations & Capital Development, Assistant Vice President, Capital Development, and Associate Vice President, Building Services & Public Safety. 

Accountabilities:

• Manages the VP schedule including complex and high-profile meeting coordination and initiating the rescheduling of meetings to address urgent situations
• Develop presentations, briefing notes and memos for various internal and external audiences based on direction of the VP or other leaders within the portfolio
• Conduct secondary research and link with external partners and experts to obtain information and tools to support project activities 
• Engages with members of Facilities Operations, Capital Development, Building Services, Public Safety, and other departments as needed, to obtain and analyze activity and performance data/information to inform strategic decision making.
• Retains access and oversight of agreements and contract management documents within the executive's portfolio.
• Develops and maintains paper and electronic filing systems, including filing of confidential information.
• Responds to confidential and routine inquiries from staff, external and internal stakeholders using tact and sensitivity.
• Takes the initiative to brief the VP on a regular basis, particularly in advance of meetings and to keep the VP advised of changing priorities and issues requiring immediate attention.
• Acts as the representative of the executive’s office in all endeavors providing senior level responses to queries and issues, escalating, and redirecting as required.
• Processes all necessary finance expense forms and invoices; processes procurement forms; processes travel arrangements
• Tracks expenses against budget and collaborates with Finance as required.
• Develops positive working relationships with other Executive Assistants, Administrative Assistants, and others across the hospital in relation to obtaining timely information and reports that are requested by the executives.
• Works with other members of the team to support the planning and execution of internal and external events and work with departments involved as needed.
• Perform technical, specialized, complex and office administrative work requiring the use of independent judgment and with a minimum of direction.
• Work as an integral member of the Team and provide guidance and support as needed.

• Diploma or degree in business or health care administration or equivalent experience required
• Minimum of three to five years' experience at a senior administrative assistant role. Experience in an Academic Heath Centre would be preferable.
• Experience working in a hospital environment is considered an asset
• Proven track record of anticipating administrative needs at the executive level and of taking the initiative to stay abreast of an executive’s priorities
• Advanced proficiency with office software, specifically Microsoft Office, the Internet and electronic data management systems
• Multi-tasker with excellent time management skills and ability to effectively prioritize workflow
• Ability to critically analyze, synthesize, and summarize information accurately and effectively in a timely fashion
• Ability to work independently, exercise good judgment, take initiative, and ensure the resolution of routine issues
• Relationship builder with exemplary public relations skills, including dealing effectively with all internal and external stakeholders.
• Skilled at drafting and formatting documentation using acute attention to detail
• Excellent interpersonal, written and oral communication skills
• Highly developed judgement and initiative in analyzing issues, identifying sense of urgency and adaptable regarding changing circumstances
• Knowledge in financial analysis, budgeting, planning and reporting.
• Finding solutions and making decisions on highly sensitive matters
• Resourceful in retrieving critical intelligence materials from a full range of sources and to produce briefing notes, reports, correspondence and other documents in a variety of formats
• High standards of ethics and confidentiality
• Must demonstrate Osler's Values of Respect, Excellence, Service, Compassion, Innovation and Collaboration

Hours: Monday to Friday in an onsite first role that frequently supports direct patient care and has dedicated hours when they are available to patients, team members and/or other partners (subject to change in accordance with operational requirements)

Annual salary:

Minimum: $79,521.00

Maximum: $99,391.50

Internal Application deadline: Thursday, March 12, 2026

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Osler values inclusivity and diversity in the workplace. We welcome and encourage applicants from diverse backgrounds. We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act. If you require an accommodation at any stage of the recruitment process, please notify Human Resources at [email protected].

While we thank all applicants, only those selected for an interview will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.