Administrative Assistant, Corporate Services [B2]

Why you’ll love working here:

• high-performance, people-focused culture

• our commitment that equity, diversity, and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves

• learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth

• membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security

• competitive, 100% company-paid extended health and dental benefits for permanent employees, including coverage supporting our team's diversity and mental health (e.g., gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year, parental leave top-up, and a health spending account).

• optional post-retirement health and dental benefits subsidized at 50%

• yoga classes, meditation workshops, nutritional consultations, and wellness seminars

• the opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers

Job Summary:

The Administrative Assistant provides high-level administrative, organizational, and coordination support to the department’s leadership team and staff. The role ensures the smooth and efficient operation of daily departmental activities by managing schedules, coordinating communications, preparing documentation, and supporting special projects. The position acts as a central resource for departmental information, assisting with the coordination of meetings, events, and cross-functional initiatives, while maintaining a high standard of confidentiality, accuracy, and professionalism.

The ideal candidate is resourceful, friendly, self-motivated, solution-focused, and well-organized. They can operate calmly under stress and juggle multiple high-priority workflows. They enjoy collaborating with others, can work independently, are service-oriented, and can work in a confidential manner with a high degree of discretion.

What you will do:

Administration

• Manage calendars, arrange meetings, prepare agendas, and take minutes to ensure effective task follow-up and accountability.

• Organize departmental events, workshops, and conferences, including logistics, catering, and materials.

• Prepare PowerPoint presentations and delivery packages by coordinating input from managers and ensuring professional, accurate final materials.

• Maintain filing systems, databases, and departmental records for accuracy and accessibility.

• Act as a liaison with other departments to support cross-functional initiatives.

• Maintain vendor contract database and report critical dates to contract manager.

• Updates and maintains departmental organizational charts. 

• Provides back-up support for mail, courier, reception, etc. as required. 

Communications

• Serve as the primary point of contact for departmental inquiries.

• Develop, edit, and distribute internal and external communications, including announcements, newsletters, and updates.

• Coordinate preparation of meeting agendas, minutes, and briefing materials.

• Draft, proofread, and format reports, presentations, and correspondence.

• Creation and execution of annual Corporate Services communications calendar/schedule.

• Responsible for ensuring building related information is communicated to the appropriate audience.

• Daily monitoring of Corporate Services email inbox and intranet posts.

Other

• Facilitate onboarding orientation and training sessions for new staff or department-wide initiatives.

• Assist with departmental budget tracking.

• Create and track Purchase Orders (PO’s).

What you bring: ​

• Strong organizational, prioritization, time-management, and multitasking skills.

• Professional, approachable, and reliable.

• Problem-solving mindset with the ability to anticipate needs and adapt quickly to change.

• Customer service experience. 

• Excellent written and verbal communication skills. 

• Attention to detail in preparing reports, correspondence, and documentation.

• Solid demonstrated interpersonal skills. 

• Self-motivated, flexible and adaptable. 

• Demonstrates a strong work ethic. 

• Experience in Marketing and Communications an asset. 

• Advanced skills in MS Office Applications (ie. Outlook, Teams, Word, Excel, Power Point).

• Comfortable creating Power Point presentations with advanced features.

• Demonstrates a positive attitude and is a self-starter. 

• Effective planning skills.

• Experience handling matters of a confidential nature. 

• Demonstrated ability to exercise good judgement, high level of professionalism and integrity. 

• High level of enthusiasm and energy, responsiveness to both internal issues and external drivers. 

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