Executive Assistant

About Touchstone Institute

Touchstone Institute is the largest assessment centre of its kind in Canada providing professional competency assessment and learning programs to support the delivery of high-quality health care.

Touchstone Institute is a non-profit corporation governed by a Board of Directors and receives financial support from the Government of Ontario in addition to generating revenue through direct business to business contracts seeking competency assessment and learning solution services. Currently implementing a new strategic plan Touchstone Institute looks to expand its impact in supporting broad health human resource solutions and by strengthening effective practice of health care professionals. Nearly 50 full-time staff contribute to the organizations successful entry-to-practice assessments simulation-based education and career-long learning supports to achieve and sustain high reliability by ensuring both practitioners and institutions are equipped to deliver safe consistent and high-quality care.

Building on its history of working to facilitate entry to training or practice for Internationally Educated Health Professionals Touchstone Institute seeks to continue the work in this area while expanding to support excellence in competent practice for all who deliver health care.

Position Description

Reporting to the Chief Executive Officer the Executive Assistant plays a pivotal role in ensuring the organizations success by establishing processes and systems to manage the CEO schedule executive meetings external meetings workflow and contributing to the overall operations of Touchstone to ensure impeccable service standards to internal and external clients. The Executive Assistant also provides coordination and support for special projects and new business initiatives within the Executive Office.

Key Accountabilities

Administrative and Schedule Management

• Develops and maintains administrative processes and systems for the effective management of the CEO Office with other functional areas of the organization
• Works closely with the Board Liaison Senior Operations Coordinator and other Coordinators across Touchstone to ensure ongoing coordination of timely operations such as approvals contract reviews and day-to-day requirements to ensure the business runs smoothly
• Looks for opportunities to optimize and implement process improvements within the CEO office and more broadly seeking approvals from Operations Committee or other governance body as required
• Acts as a member of internal committees as delegated by the CEO
• Organizes and coordinates domestic and international travel arrangements for the CEO and other executives as requested including flights accommodation and transportation
• Manage expense reports for the CEO and other executives as requested

Communication & Correspondence

• Serves as a primary point of contact for the CEO screening calls emails and inquiries
• Receives tracks and coordinates correspondence sent to the CEO
• Drafts and composes professional correspondence to external stakeholders etc. for the CEO signature presentations and reports on the CEOs behalf
• Sends bulk email to stakeholder list at the direction of the CEO such as for the annual report distribution
• Drafts CEO presentations for internal purposes including Executive Team meetings and Senior Management Committee

Stakeholder Engagement & Business Development

• Organizes and coordinates complex calendar scheduling including the management of internal and external meetings including agenda development and logistics including Board and other internal governance meetings
• Tracks and coordinates CEO engagement of stakeholders
• Manages and maintains the organizations stakeholder list
• Supports the CEO in maintain a database of contacts and flags follow up activities
  
  
• Prepares briefing materials and data for presentations and meetings in collaboration with the Engagement Lead and/or Communications Lead
• Drafts reports and responses to external requests or opportunities liaising with external clients and stakeholders regarding new business
  
  

Operations

• Supports the Operations team with catering and other services required to deliver optimal services (including events) to external stakeholders utilizing Touchstone facilities
• Provides back-up support to ensures white glove services are adhered to for external stakeholders and internal operations as may be required from time to time including ensuring the training floors are well organized and prepared in advance for the particular initiative catering services meet expectations and training rooms are pristine in appearance
• Supports internal functions including Townhalls and other events
• Provides back-up support to the Senior Operations Coordinator as required

Project Support

• Manages and assists with special projects assigned by the CEO
• Seeks information required by the CEO by accessing a range of potential sources such as Touchstone Institute corporate files and internal/external individuals and organizations

Position Qualification and Requirements

Education & Experience

• Post-secondary education in business administration communications or a related field; a university degree is preferred
• Minimum 5 years of progressive experience supporting senior executives ideally in a non-profit healthcare or public sector environment
• Experience coordinating board-level communications and supporting governance processes is an asset
• Demonstrated experience managing complex calendars travel logistics and confidential correspondence

Skills & Competencies

• Exceptional organizational skills with the ability to manage multiple priorities and deadlines with precision
• Strong written and verbal communication skills including drafting professional correspondence and reports
• High level of discretion and judgment in handling sensitive and confidential information
• Proficiency in Microsoft Office Suite (Outlook Word Excel PowerPoint) and comfort with digital collaboration tools
• Ability to work independently and proactively in a fast-paced evolving environment
• Strong interpersonal skills with a client-service orientation and the ability to build relationships across all levels of the organization

Professional Attributes

• Demonstrated initiative and problem-solving abilities
• Commitment to excellence in service delivery and continuous improvement
• Adaptability and flexibility to support evolving organizational priorities
• A collaborative mindset and willingness to support cross-functional teams

Other Requirements

• Availability to work flexible hours on occasion to support executive or board-related activities
• Understanding of or interest in healthcare education or regulatory sectors is considered an asset
• Commitment to the values and mission of Touchstone Institute including equity inclusion and high reliability in healthcare

Qualifications

• Bachelors degree or equivalent experience in business administration or a related field (preferred) or equivalent work experience
• Minimum 5 years of experience as an Executive Assistant or related role.
• Strong organizational time management and prioritization skills.
• Excellent communication interpersonal and writing skills.
• Proficient in Microsoft Office Suite (Word Excel PowerPoint Outlook) and other relevant software programs.
• Experience in a non-profit or public sector organization is a strong asset
• Experience in the health care sector is an asset
  

We follow a hybrid work model with two designated in-office days: Tuesdays and Wednesdays.
Successful candidates must be available to work on-site during these days at 145 Wellington St W Suite 600 Toronto ON M5J 1H8.

Application closing date July 31 2025

Touchstone Institute is an equal-opportunity employer that is committed to fostering a diverse work environment and exercises accessible employment practices. In accordance with the Ontario Human Rights Code Accessibility for Ontarians with Disabilities Act (AODA) and Touchstone Institutes policies a request for accommodation will be accepted in all aspects of our hiring process. If you anticipate needing any type of accommodation during the recruitment process please email in advance of your appointment

We thank all applicants for their interest; however only those selected for an interview will be contacted.