Executive Assistant (FT)
Top Benefits
About the role
POSITION TITLE
Executive Assistant, Medical Affairs
JOB CLASS
MG003
DEPT/PROGRAM
Medical Affairs
EMPLOYEE GROUP
Non-Union
EMPLOYMENT TYPE
Full Time
WORK SCHEDULE
37.5 hours a week
POSTING TYPE
Open
POSTING DATE
June 26th, 2025
HYBRID ELIGIBLE
Yes
NUMBER
1
Waypoint Centre for Mental Health Care is a 315-bed academic and teaching hospital that provides specialized mental health, addiction and geriatric care. Located on the shores of Georgian Bay, we serve some of the most complex and disadvantaged individuals in Ontario and are the sole provider of high-secure forensic mental health services in the province.
The VP Medical Affairs & Chief of Staff is currently seeking a full-time Executive Assistant.This high-impact role provides comprehensive administrative, technical, and coordination support across the Medical Affairs portfolio. This role provides a critical interface with the Medical Affairs office for internal and external stakeholders, has a strong customer service focus, and is capable of providing knowledgeable guidance on adherence to legislation, by-law, and policies. You will be instrumental in ensuring the smooth operation of governance processes, medical human resources, credentialing, quality of care initiatives. This position emphasizes comprehensive support of the physician leadership team in respect to the Medical Advisory Committee and its committees, credentialing, supporting physician onboarding and retention, and workforce planning initiatives.
The Executive Assistant, Medical Affairs provides effective, efficient, timely and confidential administrative and technical support to the VP Medical Affairs & Chief of Staff and Medical Directors, with a view to optimizing physician leadership’s positive impact on Waypoint’s professional staff, patients, organization, and community served.
Please Note: This position offers a hybrid work environment consisting of in-office and remote work. Office location is 500 Church St in Penetanguishene, ON
KEY ACCOUNTABILITIES:
- Deliver comprehensive executive administrative support to the Vice President, including the preparation, distribution, and management of confidential materials related to clinical, corporate, and hospital operations. Draft and manage correspondence on behalf of the VP with internal and external stakeholders, and assist in the creation of reports and presentations.
- Manage the complex calendar, priorities, and day-to-day operations of the VP Medical Affairs & Chief of Staff using discretion and independent judgment.
- Coordinate travel arrangements, conferences, accommodations, and expenses reconciliation for the Vice President Medical Affairs & Chief of Staff.
- Support the physician recruitment process, in accordance with the medical HR plan, while navigating complex legal and regulatory/licensure scenarios. Responsible for the creation and management of professional staff contracts and employment arrangements with support from the Manager, Medical Affairs.
- Facilitate comprehensive provider onboarding and offboarding services; identify opportunities to enhance the new provider experience.
- Support physician retention and wellness initiatives.
- Utilizing the Clinician Management and Reappointment System (CMaRS), administer and manage the initial credentialing and renewals for professional staff.
- Provide administrative support to the Medical Advisory Committee (MAC) and Sub-committees in coordination with the committee chairs including meeting facilitation and logistics, composition and distribution of agenda and meeting packages, and taking minutes, ensuring timely follow up for actions.
- Support the budget process through data entry, invoicing, identifying variances, and other duties related to the budget.
- Provide informed, customer-focused guidance to professional staff and leadership teams with applicable legislation, hospital by-laws, policies, and processes.
REQUIREMENTS/QUALIFICATIONS:
- Post-secondary education in a relevant discipline from a recognized academic institution or equivalent experience.
- Minimum 1-3 years’ experience in an Executive Assistant role or equivalent administrative role
- Strong interpersonal, organizational, communication and customer service skills.
- Demonstrated ability to work independently with strong prioritization skills and handle confidential information with professionalism.
- Results oriented work ethic to undertake tasks needed to accomplish work objectives and deliver quality, consistent and timely results
- Proficiency with Microsoft office (Word, Excel, PowerPoint, SharePoint) and Audio/ Video conferencing (Zoom, Teams etc.)
- Proven ability to take and process minutes of assigned committees/meetings and associated responsibilities
- Experience supporting complex projects, budgets, and governance processes.
- Knowledge of relevant healthcare legislation, credentialing standards, and medical administrative processes is an asset.
- Proven ability to adapt readily to change
- Supports the hospital’s mission, vision, values, strategic plan, programs, departments, activities, and stakeholders to work in alignment and collaboration at all times
- Proficiency in French/English language skills an asset
HOW DO I APPLY?
Waypoint employees apply through the Employee Self-Service portal at https://employees.waypointcentre.ca and external applicants apply to Join our Team, Career Opportunities | Waypoint by close of business (4:00 pm)
on July 6th, 2025 quoting Job ID WC25-181. Attach your cover letter and resume detailing why you are interested in this opportunity and how you meet the qualifications and key accountabilities specified.
About Waypoint Centre for Mental Health Care
Located 150 km from Toronto on the shores of Georgian Bay in historical Penetanguishene, Waypoint is a 301-bed specialty mental health hospital providing an extensive range of acute and longer-term psychiatric inpatient as well as outpatient services.
Waypoint is proud to be an official University of Toronto teaching hospital and academic research centre and has additional academic partnerships with 40 other post secondary institutions, hospitals and organizations.
As the region's only specialty mental health hospital with the province's only maximum secure forensic mental health programs, researchers, clinicians and health care professionals collaborate within our innovative and transforming environment.
Our new campus expansion that includes 200 forensic mental health beds, a new main entrance, auditorium and classrooms, research centre and educational offices, pool and gymnasium opened in May 2014.
The Midland/ Penetanguishene area boasts four-season lifestyle opportunities ranging from outdoor recreation to cultural activities, and combining a small town feel with easy access to many urban amenities.
Executive Assistant (FT)
Top Benefits
About the role
POSITION TITLE
Executive Assistant, Medical Affairs
JOB CLASS
MG003
DEPT/PROGRAM
Medical Affairs
EMPLOYEE GROUP
Non-Union
EMPLOYMENT TYPE
Full Time
WORK SCHEDULE
37.5 hours a week
POSTING TYPE
Open
POSTING DATE
June 26th, 2025
HYBRID ELIGIBLE
Yes
NUMBER
1
Waypoint Centre for Mental Health Care is a 315-bed academic and teaching hospital that provides specialized mental health, addiction and geriatric care. Located on the shores of Georgian Bay, we serve some of the most complex and disadvantaged individuals in Ontario and are the sole provider of high-secure forensic mental health services in the province.
The VP Medical Affairs & Chief of Staff is currently seeking a full-time Executive Assistant.This high-impact role provides comprehensive administrative, technical, and coordination support across the Medical Affairs portfolio. This role provides a critical interface with the Medical Affairs office for internal and external stakeholders, has a strong customer service focus, and is capable of providing knowledgeable guidance on adherence to legislation, by-law, and policies. You will be instrumental in ensuring the smooth operation of governance processes, medical human resources, credentialing, quality of care initiatives. This position emphasizes comprehensive support of the physician leadership team in respect to the Medical Advisory Committee and its committees, credentialing, supporting physician onboarding and retention, and workforce planning initiatives.
The Executive Assistant, Medical Affairs provides effective, efficient, timely and confidential administrative and technical support to the VP Medical Affairs & Chief of Staff and Medical Directors, with a view to optimizing physician leadership’s positive impact on Waypoint’s professional staff, patients, organization, and community served.
Please Note: This position offers a hybrid work environment consisting of in-office and remote work. Office location is 500 Church St in Penetanguishene, ON
KEY ACCOUNTABILITIES:
- Deliver comprehensive executive administrative support to the Vice President, including the preparation, distribution, and management of confidential materials related to clinical, corporate, and hospital operations. Draft and manage correspondence on behalf of the VP with internal and external stakeholders, and assist in the creation of reports and presentations.
- Manage the complex calendar, priorities, and day-to-day operations of the VP Medical Affairs & Chief of Staff using discretion and independent judgment.
- Coordinate travel arrangements, conferences, accommodations, and expenses reconciliation for the Vice President Medical Affairs & Chief of Staff.
- Support the physician recruitment process, in accordance with the medical HR plan, while navigating complex legal and regulatory/licensure scenarios. Responsible for the creation and management of professional staff contracts and employment arrangements with support from the Manager, Medical Affairs.
- Facilitate comprehensive provider onboarding and offboarding services; identify opportunities to enhance the new provider experience.
- Support physician retention and wellness initiatives.
- Utilizing the Clinician Management and Reappointment System (CMaRS), administer and manage the initial credentialing and renewals for professional staff.
- Provide administrative support to the Medical Advisory Committee (MAC) and Sub-committees in coordination with the committee chairs including meeting facilitation and logistics, composition and distribution of agenda and meeting packages, and taking minutes, ensuring timely follow up for actions.
- Support the budget process through data entry, invoicing, identifying variances, and other duties related to the budget.
- Provide informed, customer-focused guidance to professional staff and leadership teams with applicable legislation, hospital by-laws, policies, and processes.
REQUIREMENTS/QUALIFICATIONS:
- Post-secondary education in a relevant discipline from a recognized academic institution or equivalent experience.
- Minimum 1-3 years’ experience in an Executive Assistant role or equivalent administrative role
- Strong interpersonal, organizational, communication and customer service skills.
- Demonstrated ability to work independently with strong prioritization skills and handle confidential information with professionalism.
- Results oriented work ethic to undertake tasks needed to accomplish work objectives and deliver quality, consistent and timely results
- Proficiency with Microsoft office (Word, Excel, PowerPoint, SharePoint) and Audio/ Video conferencing (Zoom, Teams etc.)
- Proven ability to take and process minutes of assigned committees/meetings and associated responsibilities
- Experience supporting complex projects, budgets, and governance processes.
- Knowledge of relevant healthcare legislation, credentialing standards, and medical administrative processes is an asset.
- Proven ability to adapt readily to change
- Supports the hospital’s mission, vision, values, strategic plan, programs, departments, activities, and stakeholders to work in alignment and collaboration at all times
- Proficiency in French/English language skills an asset
HOW DO I APPLY?
Waypoint employees apply through the Employee Self-Service portal at https://employees.waypointcentre.ca and external applicants apply to Join our Team, Career Opportunities | Waypoint by close of business (4:00 pm)
on July 6th, 2025 quoting Job ID WC25-181. Attach your cover letter and resume detailing why you are interested in this opportunity and how you meet the qualifications and key accountabilities specified.
About Waypoint Centre for Mental Health Care
Located 150 km from Toronto on the shores of Georgian Bay in historical Penetanguishene, Waypoint is a 301-bed specialty mental health hospital providing an extensive range of acute and longer-term psychiatric inpatient as well as outpatient services.
Waypoint is proud to be an official University of Toronto teaching hospital and academic research centre and has additional academic partnerships with 40 other post secondary institutions, hospitals and organizations.
As the region's only specialty mental health hospital with the province's only maximum secure forensic mental health programs, researchers, clinicians and health care professionals collaborate within our innovative and transforming environment.
Our new campus expansion that includes 200 forensic mental health beds, a new main entrance, auditorium and classrooms, research centre and educational offices, pool and gymnasium opened in May 2014.
The Midland/ Penetanguishene area boasts four-season lifestyle opportunities ranging from outdoor recreation to cultural activities, and combining a small town feel with easy access to many urban amenities.