Hiring Executive Assistant – Organizational Effectiveness and Professional Practice!

This position is fully on-site and requires employees to work on-site five days per week.

JOB SUMMARY

The Executive Assistant – Organizational Effectiveness and Professional Practice provides high-level coordination and executive support to the Senior Director and supports the effective administration and coordination of organizational effectiveness, professional practice, risk, privacy, policy, learning and development, and external learner placement activities.

The role requires a highly organized, detail-oriented and collaborative individual who can manage multiple priorities, coordinate cross-functional activities, maintain accurate and confidential records, and provide timely support to leaders, staff, learners and external partners.

The Executive Assistant works closely with internal teams and external stakeholders to support organizational priorities, ensure effective follow-up, coordinate projects and committees, and contribute to continuous improvement across the portfolio.

KEY RESPONSIBILITIES

1. Executive Support and Portfolio Coordination

• Provide comprehensive executive support to the Senior Director, including calendar coordination, meeting scheduling, correspondence, document preparation, follow-up and priority management
  • Coordinate meetings, agendas, materials, minutes, action items and follow-up activities for the Senior Director and assigned committees and working groups
  • Maintain calendars, schedules, contact lists, briefing materials, trackers and other portfolio documentation
  • Monitor deadlines, commitments and follow-up requirements and proactively identify upcoming priorities or outstanding actions
  • Prepare, format and proofread reports, presentations, briefing notes, correspondence, meeting materials and other documents
  • Coordinate information flow between the Senior Director, leadership, staff, committees, external partners and other stakeholders
  • Support the Senior Director with special projects, organizational initiatives and time-sensitive requests
  • Anticipate coordination needs and provide proactive support to help ensure portfolio priorities are delivered effectively

2. Organizational Effectiveness Support

• Support surveys, consultations, evaluations and organizational assessment activities, including distribution, response tracking and preliminary compilation of results
  • Maintain project plans, risk and issue logs, decision records and action trackers for assigned organizational effectiveness initiatives
  • Coordinate meetings, consultations, interviews, focus groups and other engagement activities as assigned
  • Maintain organized project documentation, records and supporting materials
  • Assist with preparation of reports, presentations, summaries and other materials related to organizational effectiveness initiatives
  • Support follow-up activities arising from assessments, consultations, evaluations and improvement initiatives

3. Risk, Privacy, Professional Practice and Policy Support

• Provide support for risk management, privacy and professional practice committees, projects, education and reporting processes
  • Maintain confidential logs, records and supporting documentation in accordance with approved processes and access requirements
  • Track professional practice requirements, credential or documentation expiry dates, and other compliance items assigned to the portfolio
  • Assist with gathering information for audits, reviews, reports and follow-up actions while ensuring sensitive matters are handled discreetly
  • Support communication and education related to new or revised policies, procedures, standards and organizational requirements
  • Coordinate meeting materials, documentation, action items and follow-up for risk, privacy and professional practice activities
  • Maintain organized records related to policies, procedures, standards and professional practice requirements

4. Internal Learning and Development Coordination

• Coordinate the coordination and delivery of internal training sessions, workshops, leadership development and staff learning initiatives
  • Schedule sessions and coordinate facilitators, rooms, virtual platforms, equipment, materials, registration and attendance
  • Maintain the organizational learning calendar and support communication about learning opportunities and requirements to staff
  • Track attendance, completion of mandatory education and other assigned learning or professional practice requirements
  • Maintain accurate training records and learning documentation and prepare participation or compliance reports
  • Coordinate training evaluations, collect and summarize participant feedback and support continuous improvement of learning activities
  • Assist with learning management systems, online learning platforms and training-related standard operating procedures
  • Support the development and distribution of learning materials, communications and resources

5. External Learner and Placement Coordination

• Coordinate the coordination of student and learner placements across disciplines and programs
  • Receive and process placement requests and liaise with academic institutions, managers, preceptors and learners
  • Coordinate placement scheduling, onboarding/offboarding, orientation, access requests and required documentation
  • Ensure placement agreements, confidentiality forms, and other required records are complete and appropriately maintained
  • Maintain accurate learner and placement records and prepare reports on placement activity, capacity and outcomes
  • Provide support to preceptors and supervisors and help ensure learners receive a consistent and well-organized experience
  • Support relationship management with placement coordinators and other academic or training partners
  • Monitor placement requirements and follow up on outstanding documentation, approvals and deadlines

6. Project, Committee and Communication Support

• Coordinate components of cross-functional projects, committees and working groups led or supported by the Senior Director
  • Develop and maintain project schedules, task lists, stakeholder lists, document repositories and progress updates
  • Coordinate consultations, interviews, focus groups, events and other engagement activities, as assigned
  • Draft routine communications, notices, updates and resource materials for review and approval
  • Support the preparation and distribution of organizational resources, tools, newsletters or education materials related to the portfolio
  • Communicate professionally and respectfully with internal and external stakeholders and provide timely follow-up
  • Prepare meeting materials, presentations, reports and other communications in support of organizational priorities

7. Cross-Functional Executive Support

• Provide coverage and support to other Executive Assistants or Assistants across the organization who support the Executive Leadership Team (ELT) and Leadership Team, ensuring seamless continuity of executive and leadership support during absences, peak periods, or as business needs require
  • Provide meeting, scheduling, correspondence, document preparation, coordination and follow-up support as required
  • Adapt quickly to different executive and leadership support requirements while maintaining consistency, professionalism and confidentiality
  • Collaborate with other executive support staff to ensure effective coverage, communication and continuity of organizational priorities
  • Assist with urgent or time-sensitive executive support requirements across the organization as business needs require

8. General Support and Team Contribution

• Develop and maintain procedures, templates and systems that improve consistency and efficiency within the portfolio
  • Identify process improvements and bring recommendations forward to the Senior Director
  • Participate in team meetings, organizational initiatives, special events and shared responsibilities
  • Work in a manner that reflects WellFort’s mission, values, commitment to equity and inclusion, and person-centred service approach
  • Maintain the confidentiality, security and reputation of WellFort, its staff, clients and partners
  • Adhere to all applicable WellFort policies, procedures, privacy requirements and occupational health and safety practices
  • Perform other duties as assigned, including providing back-up coverage for other support roles across the organization, as required

9. Confidentiality and Information Security

• Manage highly sensitive and confidential information and documents with the highest level of discretion and professionalism
  • Maintain strict confidentiality when handling executive, business, employee, learner and potentially client-related information
  • Exercise a high degree of trust, integrity, sound judgment and discretion when accessing, storing, sharing or communicating sensitive information
  • Ensure confidential records and documents are maintained securely and accessed only by authorized individuals
  • Follow organizational privacy, confidentiality, information security and records-management requirements at all times
  • Use appropriate discretion when communicating sensitive information verbally, electronically or in written materials
  • Protect the confidentiality, security and reputation of WellFort, its staff, clients, learners, leaders and partners

MINIMUM QUALIFICATIONS AND SKILLS

Required:

• Diploma or degree in office coordination, health coordination, business coordination or a related field, or an equivalent combination of education and experience
• Two to four years of progressively responsible coordination or support experience, preferably in healthcare, community services, education or a complex non-profit environment
• Experience supporting a senior leader, department, committee or multi-stream portfolio
• Demonstrated experience coordinating meetings, schedules, projects, events, training or organizational processes
• Advanced proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint or comparable collaboration platforms
• Excellent organizational, time-management and prioritization skills, with the ability to manage multiple deadlines and changing priorities
• Strong written and verbal communication skills and the ability to prepare clear, accurate and professional documents
• High attention to detail and demonstrated ability to maintain accurate records, trackers and document-control systems
• Ability to exercise sound judgment, discretion and diplomacy when handling confidential or sensitive information
• Demonstrated ability to manage highly confidential executive, business and employee information with professionalism and integrity
• Ability to work independently, take initiative, anticipate support needs and follow through on commitments
• Ability to build collaborative working relationships with staff, leaders, learners and external partners
• Commitment to continuous learning, quality improvement, equity, inclusion and WellFort’s mission and values

Preferred:

• Experience in a community health or primary care environment
• Experience supporting accreditation, quality improvement, risk management, privacy, professional practice or policy administration
• Experience coordinating staff learning programs, student placements or learning management systems
• Experience with project-management, survey, data-tracking, document-management or reporting tools
• Experience providing support across multiple executive or leadership portfolios
• Ability to speak a language relevant to the communities served by WellFort

WORKING CONDITIONS

1. Work Environment

Office-based role in a collaborative and fast-paced healthcare environment, with work across multiple organizational priorities.

2. Work Hours / Schedule

Standard business hours with occasional flexibility to support meetings, training sessions, accreditation activities or special events.

3. Physical Demands

Prolonged periods of sitting and computer use, with occasional lifting or movement of meeting, training or event materials.

4. Travel Requirements

Occasional travel between WellFort sites or partner locations may be required.

5. Safety or Risk Factors

Exposure to a typical office and community healthcare environment; adherence to occupational health and safety and infection prevention requirements is expected.

6. Remote Work Considerations

Limited opportunities to work remotely, in accordance with organizational requirements and operational needs.

7. Confidentiality

This role has access to highly confidential organizational, executive, business, employee, learner and potentially client-related information and is expected to maintain the highest level of confidentiality, discretion, professionalism and information security at all times.

DISCLAIMER:

This job description is intended to describe the general nature and level of work being performed by the individual assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities or qualifications required. Duties may be modified or assigned based on organizational needs.