Executive Assistant, Office of the VP, Capital Redevelopment and Facilities Operations

The portfolio of the Vice President Capital Development and Facilities Operations is focused on leading the transformation of health care delivery across the continuum to build a sustainable and integrated local system that serves 1.3 million residents of Brampton Etobicoke and surrounding communities.

Oslers role in building a sustainable health care system necessitates a fundamental shift in the model of care to move to scheduled visits where appropriate in order to counter the rapidly growing number of emergency department visits and inpatient admissions. Implicit in this shift is the collaboration with health partners in the community and careful consideration of the potential role of Oslers three unique sites.

The Executive Assistant ensures the efficient operations of the portfolio by directly managing a subset of administrative functions. This role serves as an extension of the executives he/she supports with the aim of maximizing the executives performance. The role handles multiple changing priorities facilitates resolution of multiple problems that are administrative in nature and is open to constant challenge and change within a fast-paced environment. 

This position requires an individual with astute critical thinking skills initiative strong organizational and communication skills and an appetite for learning. To excel this individual must be flexible and embrace opportunities to get involved with initiatives related to all aspects of the portfolio.

This role provides administrative support to the Vice President Facilities Operations & Capital Development Assistant Vice President Capital Development and Associate Vice President Building Services & Public Safety. 

Accountabilities:

• Manages the VP schedule including complex and high-profile meeting coordination and initiating the rescheduling of meetings to address urgent situations
• Develop presentations briefing notes and memos for various internal and external audiences based on direction of the VP or other leaders within the portfolio
• Conduct secondary research and link with external partners and experts to obtain information and tools to support project activities 
• Engages with members of Facilities Operations Capital Development Building Services Public Safety and other departments as needed to obtain and analyze activity and performance data/information to inform strategic decision making.
• Retains access and oversight of agreements and contract management documents within the executives portfolio.
• Develops and maintains paper and electronic filing systems including filing of confidential information.
• Responds to confidential and routine inquiries from staff external and internal stakeholders using tact and sensitivity.
• Takes the initiative to brief the VP on a regular basis particularly in advance of meetings and to keep the VP advised of changing priorities and issues requiring immediate attention.
• Acts as the representative of the executives office in all endeavors providing senior level responses to queries and issues escalating and redirecting as required.
• Processes all necessary finance expense forms and invoices; processes procurement forms; processes travel arrangements
• Tracks expenses against budget and collaborates with Finance as required.
• Develops positive working relationships with other Executive Assistants Administrative Assistants and others across the hospital in relation to obtaining timely information and reports that are requested by the executives.
• Works with other members of the team to support the planning and execution of internal and external events and work with departments involved as needed.
• Perform technical specialized complex and office administrative work requiring the use of independent judgment and with a minimum of direction.
• Work as an integral member of the Team and provide guidance and support as needed.

Qualifications :

• Diploma or degree in business or health care administration or equivalent experience required
• Minimum of three to five years experience at a senior administrative assistant role. Experience in an Academic Heath Centre would be preferable.
• Experience working in a hospital environment is considered an asset
• Proven track record of anticipating administrative needs at the executive level and of taking the initiative to stay abreast of an executives priorities
• Advanced proficiency with office software specifically Microsoft Office the Internet and electronic data management systems
• Multi-tasker with excellent time management skills and ability to effectively prioritize workflow
• Ability to critically analyze synthesize and summarize information accurately and effectively in a timely fashion
• Ability to work independently exercise good judgment take initiative and ensure the resolution of routine issues
• Relationship builder with exemplary public relations skills including dealing effectively with all internal and external stakeholders.
• Skilled at drafting and formatting documentation using acute attention to detail
• Excellent interpersonal written and oral communication skills
• Highly developed judgement and initiative in analyzing issues identifying sense of urgency and adaptable regarding changing circumstances
• Knowledge in financial analysis budgeting planning and reporting.
• Finding solutions and making decisions on highly sensitive matters
• Resourceful in retrieving critical intelligence materials from a full range of sources and to produce briefing notes reports correspondence and other documents in a variety of formats
• High standards of ethics and confidentiality
• Must demonstrate Oslers Values of Respect Excellence Service Compassion Innovation and Collaboration

Additional Information :

Hours: Monday to Friday in an onsite first role that frequently supports direct patient care and has dedicated hours when they are available to patients team members and/or other partners (subject to change in accordance with operational requirements)

Annual salary:
Minimum: $79521.00
Maximum: $99391.50

Internal Application deadline: Thursday March 12 2026

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Osler values inclusivity and diversity in the workplace. We welcome and encourage applicants from diverse backgrounds. We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act. If you require an accommodation at any stage of the recruitment process please notify Human Resources at .

While we thank all applicants only those selected for an interview will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only and not for any other purpose.

Remote Work :

No

Employment Type :

Full-time