Position Summary
Reporting to the Vice President, People Strategy, the Executive Assistant provides high-level administrative and coordination support to the Vice President, the Director, Quality, Risk & Interprofessional Practice, and the Director, People Services & Operations. This role is integral to the effective day-to-day functioning of the Quality, Risk & Interprofessional Practice and People Services portfolios.
The Executive Assistant plays a key role in enabling portfolio leaders by managing complex administrative requirements, coordinating information and activities across multiple functions, and maintaining a professional, responsive, and service-oriented environment. This role requires strong organizational skills, sound judgment, discretion, and the ability to balance competing priorities across people, safety, and quality portfolios within a complex healthcare setting.
Key Responsibilities
Executive & Administrative Support
- Provide confidential, high-level administrative support to the Vice President, Directors, Managers, and portfolio leadership across the Quality, Risk & Interprofessional Practice and People Services portfolios.
- Prepare, format, proofread, and distribute reports, presentations, correspondence, and briefing materials.
- Manage complex calendars, meeting schedules, expense claims, and invoice processing.
- Ensure documents and records are received, tracked, filed, and distributed accurately and in a timely manner.
- Respond to general inquiries promptly, exercising discretion and redirecting requests as appropriate.
- Triage and respond to inquiries, compliments, and complaints in a professional and timely manner.
Meeting, Committee & Portfolio Coordination
- Provide administrative support to portfolio-related committees, regional committees, working groups, and initiatives, including those focused on people services, quality, risk, equity, inclusion, and interprofessional practice.
- Coordinate meetings and logistics, including preparation and distribution of agendas, notices, minutes, and supporting materials, as well as arranging room bookings, catering, and equipment.
- Support effective committee functioning through timely follow-up, document management, and coordination of action items.
- Partner with portfolio leaders and team members to support both standing and ad hoc committee work aligned with organizational priorities.
Policy, Risk & Information Management
- Maintain and update portfolio information on internal intranet sites.
- Manage the document management database for portfolio policies and procedures, including uploading, monitoring, and maintenance within a distributed model.
- Assist with research, data abstraction, and preparation of materials to support meetings, projects, and reports.
- Proofread and edit materials submitted by team members to ensure clarity, accuracy, and consistency.
- Coordinate the Risk Assessment Checklist (RAC), integrated risk management activities (risk registry), and risk information updates.
Legal, Insurance & External Liaison
- Liaise with insurance providers (HIROC) regarding contracts, certificates of insurance, review requests, and required submissions.
- Liaise with legal counsel and insurance partners (e.g., HIROC, BLG) regarding statements of claim, document submissions, requests for information, interview scheduling, and evidence gathering.
- Submit required insurance and risk-related updates in a timely manner.
- Receive subpoenas and ensure appropriate distribution to portfolio leadership.
Collaboration & Portfolio Support
- Liaise with other Executive Assistants to support coordination of Senior Team, Board, and Board Committee activities.
- Provide relief administrative support where required.
- Support People Services initiatives related to employee experience, engagement, recognition, inclusion, and communication through coordination of materials, events, and feedback mechanisms.
- Support portfolio-led corporate-wide events, initiatives and engagement activities.
- Perform other related duties as assigned by the Vice President and/or Directors.
Qualifications
Education
- Diploma in Business Administration or equivalent required
- Medical Terminology course considered an asset
Experience
- Minimum seven (7) years of progressive administrative experience.
- Experience supporting projects and providing administrative support related to legal, risk, or compliance matters strongly preferred.
- Experience in a healthcare or public-sector environment preferred.
Skills and Traits
- Must be able to meet the physical and emotional responsibilities of the role, including standing and walking for extended periods, frequent and repetitive pushing, pulling, bending, and lifting up to 50 pounds, as well as safely operating equipment.
- Ability to meet the physical demands of the position, as outlined in the Physical Demands Analysis (PDA).
- Demonstrates proficiency in written and verbal communication, with strong interpersonal and organizational skills.
- Provides excellent customer service and contributes positively to teamwork and collaborative working relationships.
- Effectively prioritizes workload, adapts to changing priorities, and remains composed in fast-paced or stressful environments.
- Works independently with sound judgment, while remaining flexible to meet departmental and organizational needs.
- Demonstrates understanding of, and commitment to, equity, diversity, inclusion, and psychological safety.
- Upholds professionalism, ethical conduct, confidentiality, and respectful interactions.
- Models behaviour aligned with OSMH’s mission, vision, and values.
- Uses required technology and digital tools effectively and demonstrates a willingness to learn new systems.
- Contributes to a culture of safety and continuous improvement by identifying risks, following safe work practices, and supporting quality initiatives.
- Demonstrates a commitment to ongoing professional and personal development through continuous learning and reflective practice.
Other
Demonstrates a commitment to ongoing professional and personal development through participation in continuing education and self-directed learning opportunities
Our Team Members Enjoy
- a professional practice environment
- a collaborative atmosphere with emphasis on teamwork
- wellness initiatives
- continuing education grants
- employee recognition and assistance programs
- a competitive salary and benefits package
- equal opportunities for growth and development
Employment Equity
OSMH is committed to diversity and equity in the workplace and welcomes applications from all qualified individuals, including women, visible minorities, Indigenous peoples, persons with disabilities, LGBTQ2S persons and others who may contribute to a diverse workplace.
Accommodation in the Workplace
Orillia Soldiers’ Memorial Hospital is a respectful, caring, and inclusive workplace. We are committed to championing accessibility, diversity, equal opportunity and maintaining a barrier-free selection process for job applicants. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the requirements for the open position. Applicants need to make their requirements known to the Human Resources department when contacted. All requests are handled confidentially.
Health & Safety Responsibilities
OSMH is committed to providing a safe, healthy and supportive working environment by treating team members and patients with compassion accountability respect and engagement.
All team members must adhere to OSMH’s Occupational Health and Safety policies, procedures and protocols, as well as the duties of workers as stipulated in the Occupational Health and Safety Act.
Team members must be able to perform all bona fide and essential duties of the position which may include cognitive and physical demands.
As a condition of employment, new team members are required to complete an employment health assessment and must be cleared by the Occupational Health and Safety Team prior to orientation.
Artificial Intelligence (AI) Use in Hiring at OSMH:
Orillia Soldiers’ Memorial Hospital’s (OSMH) may utilize automated screening tools (i.e. questionnaires) to highlight candidates' qualifications; however, OSMH does not involve the use of artificial intelligence (AI) to screen, assess or select applicants. We recommend applying directly through our website as all applications are reviewed by our recruitment team.
Closing Statement
OSMH is a minimal fragrance workplace. We kindly ask all applicants to refrain from using scented products should they have the occasion to interview with the hospital.
As a condition of employment OSMH requires professional references, verification of academic training, professional accreditation and evidence of course completion. It is also a condition of employment that all new team members will be required to present an original vulnerable sector check within 90 days of commencing employment and must sign an Offense Declaration upon receipt of an offer of employment.
If you are interested in joining our team, please apply online before 11:59 pm on the posting close date. Incomplete submissions will not be considered. We thank all applicants, however only those selected for an interview will be contacted.
