VACANCY: Executive Assistant

REPORTS TO: Vice President, Major Gifts 

LOCATION: Toronto, Ontario (hybrid working model)

STATUS: Permanent Fulltime 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 provides high-level administrative and organizational support to the Vice President, Major Gifts.
• The Executive Assistant enables effective executive operations through calendar management, meeting coordination, preparation of materials, logistical support, and confidential administrative services.
• The Executive Assistant operates in a fast-paced, highly confidential environment and works closely with internal stakeholders across UHN Foundation and UHN, as well as with external partners, to ensure senior executives are well prepared and supported in their roles.
• This position remains an Executive Assistant role and does not include independent donor management, fundraising strategy, portfolio ownership, or decision-making authority.

KEY RESPONSIBILITIES
Executive Administrative Support

• Provide executive administrative support to the VP, Major Gifts
• Act as a primary point of contact for incoming requests, triaging and prioritizing inquiries with discretion and sound judgment.
• Manage executive calendars and schedule meetings, ensuring appropriate preparation time and travel time are built in.
•  Maintain organized systems, records, and files to ensure efficient and effective executive office operations.

Meeting & Executive Preparation

• Prepare VP for internal and external meetings, including preparing presentations and meeting materials and coordinating room bookings, catering, audiovisual requirements, and special attendee requests.
• Draft, proofread, format, and prepare correspondence, presentations, agendas, and other executive materials.
• Coordinate and support in-person and virtual meetings, including preparation and follow-up as required

Stakeholder & Liaison Support

• Liaise with the offices of hospital leadership, physicians, and other medical staff to arrange complex meetings involving senior executives.
•  In coordination and collaboration with Development Officer, Senior Development Officer, support donor-related meetings by coordinating meeting logistics and tours and preparing briefing materials and donor reports for executive meetings.
• Support effective collaboration across teams while ensuring clear handoffs and role clarity

Travel, Conferences & Expenses

• Arrange logistics for executive attendance at conferences, meetings, and events, including travel itineraries and accommodations.
• Process executive expense reports in accordance with Foundation financial policies and procedures.
• Track receipts and maintain confidential financial documentation related to executive expenses.

Office Operations

• Keep executive offices organized and operating effectively and efficiently.
• Establish and maintain administrative systems and workflows to support executive effectiveness and changing priorities.
• Provide troubleshooting support related to scheduling, documentation, and basic technology needs

Scope & Role Boundaries

•  The Executive Assistant role provides administrative, coordination, and preparatory support.
• The role does not include independent donor relationship management, fundraising strategy or solicitation, ownership of donor portfolios, or independent decision-making authority.
•  All donor-related activities are conducted in coordination with Development Officers and under executive direction. 

QUALIFICATIONS & EXPERIENCE

• 3–5 years’ experience providing executive administrative support in a senior leadership environment.
• Post-secondary education or an equivalent combination of education and relevant experience.
• Experience supporting executives in complex, matrixed organizations preferred.
• Familiarity with healthcare and/or fundraising environments 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. Staff will be required to be in office a minimum of 3-5 days per week 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: August 6th, 2026