Executive Assistant, Office of the CEO

  • Toronto
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VACANCY: Executive Assistant

REPORTS TO: Chief of Staff, Office of the CEO

LOCATION: Toronto, Ontario

STATUS: Full-time Permanent Employment

No. of VACANCIES: One (1). This posting is for an existing vacancy for which we are currently undertaking recruitment

SALARY RANGE: $72,000 - $78,000 per annum

Please note: This range reflects the expected compensation for the candidates who meets the stated qualifications. Actual pay may vary based on experience, education, and internal compensation practices.


ABOUT UHN FOUNDATION
Part of University Health Network (UHN), Canada’s #1 hospital, UHN Foundation raises funds for research, education and excellence in patient care at Toronto General and Toronto Western hospitals, Toronto Rehab and The Michener Institute of Education at UHN. Our donor community is UHNITED to help us change the status quo of healthcare – helping recruit and train the brightest medical minds from around the world, develop new treatments for disease, and advance bold medical research.

UHN’s Toronto General Hospital has been ranked the #2 hospital in the world on Newsweek’s 2025 World’s Best Hospitals list, citing our leadership in transplantation, cardiac and vascular care, and surgical innovation.

The Foundation´s vision and mission is to enable global leadership and innovation in health by developing strong relationships with UHN stakeholders. We are committed to supporting UHN's vision to create a healthier world by embodying our values of integrity, accountability, collaboration and inclusion.

Together with our donors, we are helping Canada’s #1 hospital reimagine healthcare.

POSITION SUMMARY

The Executive Assistant, Office of the CEO is an integral member of the Foundation’s Office of the CEO team who provides senior level administrative and operational support to the CEO and the Office of the CEO team. As part of this role, the Executive Assistant supports the planning and coordinating of meetings, triaging requests coming into the office, and executing day-to-day office activities as they relate to administrative tasks for the CEO and the CEO Office team. The work environment is dynamic, and an ability to deal with shifting priorities and sensitive material is essential. Collaboration, strong communication skills, diplomacy and a learning-mindset are highly valued.

KEY RESPONSIBILITIES

Coordination Support

  • Acts as the frontline contact for internal/external calls and inquiries; triaging, tracking and responding as required.
  • Coordinates the CEO’s calendar and schedule.
  • Coordinates the CEO’s email inbox to triage, track and prioritize all in-coming emails and ensure timely responses.
  • Corresponds with internal and external stakeholders to coordinate activities, prioritize follow-up actions and process requests (i.e., information gathering, content clarification etc.).
  • Coordinates the CEO’s meeting logistics
  • Coordinates logistics for Town Halls, Staff Socials and other special events.
  • Coordinates travel and accommodation bookings as required.

Administrative Support

  • Prepares meeting documents in coordination with the CEO and other teams as required.
  • Attends meetings and takes minutes where needed and share notes with attendees as required.
  • Follows up on required activities and shares notes with attendees as required.
  • Collects financial receipts for processing and manages confidential office files.
  • Completes and prepares submission of CEO’s expense and invoice processing
  • Provides ongoing trouble-shooting support for CEO as it relates to minor technical queries.
  • Maintains documents and databases as required.

Operational Support

  • Identify and collect the required information to support the development and tracking of project and operational plans, budgets and/or resourcing requirements.
  • Draft and develop status presentations, reports, communications as needed by the CEO or Chief of Staff, including identifying risks, issues and decisions required.
  • Support the development of tools and templates; where required.
  • Demonstrates proficiency and adaptability in learning and utilizing technology to streamline processes, solve problems, and stay updated with industry advancements.
  • Support the CEO and Chief of Staff with special projects and other duties as assigned

QUALIFICATIONS & EXPERIENCE

  • A relevant 4-year degree or, a relevant 3-year degree/diploma combined with a professional certification or, an equivalent combination of formal education and relevant experience.
  • Proficiency in the full suite of Microsoft Office products and internet tools.
  • CRM or Raiser’s Edge NXT experience is considered an asset

WORK ENVIRONMENT

  • Fast-paced, service and results oriented environment
  • May have some activity outside of the office to support meetings
  • The Foundation has a hybrid work model. This position will be required to be in office a minimum of 4-5 days per week to provide full support and will be required to have a safe home office set up for the remainder of the working days (specifics to be planned with your manager).
  • Ability to work cooperatively with colleagues in all positions throughout the Foundation
  • Shared commitment and support of the overall Foundation goals

Alongside competitive salaries, we offer an extensive benefits package, flexible work arrangements, growth and development opportunities, defined benefits pension plan and birth parent/parental leave top-up.

University Health Network thanks all applicants; however, only those selected for an interview will be contacted. UHN has a diverse workforce and is an equal-opportunity employer.

Please note: All applicant screening and evaluation for this role are carried out manually by our recruitment team. We do not leverage AI in any part of the hiring process.


DEADLINE TO APPLY: September 22nd, 2026