Position Summary:
The Executive Assistant to the Chief Operating Officer (COO), Non-Acute Services provides high-level executive and administrative support within a complex, fast-paced healthcare environment.
This role is responsible for coordinating executive-level activities, supporting strategic initiatives, and managing key communications across the Non-Acute portfolio, including long-term care, hospice, seniors’ housing, and community rehabilitation services. The position also supports additional Villa executive leaders and contributes to board-level reporting and engagement as required.
Working in a highly confidential capacity, the Executive Assistant plays a critical role in ensuring the effective planning, coordination, tracking, and execution of organizational priorities and emerging issues.
Duties and Responsibilities:
- Manage the COOs complex calendar to ensure optimal prioritization and alignment with strategic priorities
- Coordinate executive-level initiatives, tracking key deliverables, deadlines, and outcomes
- Support the development of annual plans, budget submissions, and portfolio reporting
- Prepare Board of Governors reports and executive presentations in collaboration with portfolio leaders
- Anticipate needs and proactively prepare materials to support decision-making
- Lead preparation of Board presentations, committee materials, and executive reports
- Draft and consolidate monthly, quarterly, and ad hoc reporting for the Non-Acute portfolio
- Coordinate senior-level meetings, including agenda development, materials, and minutes
- Track action items and ensure timely follow-up and accountability
- Provide comprehensive administrative support including scheduling, travel coordination, expense tracking, and meeting logistics
- Manage document flow, executive correspondence, and confidential records
- Maintain and improve systems for file management and workflow efficiency
- Support procurement processes, invoice approvals, and financial tracking
- Maintain a centralized registry of projects, initiatives, and portfolio priorities
- Monitor progress, identify risks, and prepare summary reports for leadership
- Support policy development, updates, and documentation as required
- Collaborate with directors and managers across the portfolio to ensure alignment and follow-through
- Act as a key liaison between the COO and internal/external stakeholders, including: Ministry of Health and Ministry of Long-Term Care, system partners and healthcare organizations, and board members and executive leadership teams
- Coordinate meetings and communications with external partners and proactively resolve scheduling or communication conflicts
- Represent the organization professionally in all interactions
- Prepare, edit, and distribute high-level correspondence, reports, and presentations
- Develop executive materials including flowcharts, diagrams, and briefing documents
- Ensure accuracy, consistency, and professionalism in all communications
Skills & Competencies:
- Exceptional organizational, planning, and prioritization skills
- Strong critical thinking and sound judgement in a fast-paced environment
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Visio)
- Excellent written and verbal communication skills, including report writing and summarization of complex discussions
- High level of discretion and ability to manage confidential information
- Ability to work independently with minimal supervision
- Strong interpersonal and stakeholder management skills
- Flexibility and adaptability to shifting priorities
Qualifications and Experience:
- Two-year diploma in Office Administration required, Undergraduate degree preferred
- Minimum 5–7 years of experience supporting senior executives in a complex environment
- Traveling is required across the post acute sites. Valid Driver’s License and vehicle are required for this role
- Experience supporting C-suite leadership (COO/VP level) required
- Experience within healthcare or non-acute settings considered a strong asset
- Proven experience managing multiple projects and competing priorities
Why Join St. Joe’s?
- Be part of a mission-driven organization committed to compassionate care
- Work at the executive level supporting system-wide initiatives
- Contribute to strategic decision-making and organizational impact across the Non-Acute portfolio
- Collaborate with senior leadership and external partners in a dynamic environment
Pay: $36.87-$43.37 per hour
Benefits:
- Casual dress
- Company events
- Company pension
- Dental care
- Employee assistance program
- Flexible schedule
- Life insurance
- On-site gym
- On-site parking
- Paid time off
- Vision care
- Wellness program
Education:
- Bachelor's Degree (preferred)
Experience:
- executive assistant: 5 years (required)
Licence/Certification:
- Driver's License and Reliable Access to a Vehicle (required)
Willingness to travel:
Work Location: In person
