Executive Assistant, Chief of Staff & Corporate Secretary [B4]
Top Benefits
About the role
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 Executive Assistant (“EA”) provides proactive, high-level administrative and organizational support to the Chief of Staff & Corporate Secretary (“COS/CS”) and her direct reports. This role ensures seamless coordination of the executive’s activities through effective scheduling, communication, and workflow management — all delivered with professionalism, discretion, and sound judgment.
Working closely with the Board Coordinator and the CEO’s Executive Assistant, the EA aligns actions and priorities across the COS/CS’s areas of responsibility to ensure coordination and continuity within the Office of the CEO.
What You Will Do
- Manage and prioritize the COS/CS’s calendar, correspondence, travel, and meetings.
- Provide administrative and scheduling support to the COS/CS’s direct reports.
- Manage deadlines, meetings, and commitments to ensure the COS/CS is always fully prepared.
- Provide proactive support and anticipate needs, priorities, and potential challenges before they arise.
- Partner closely with the Board Coordinator and the CEO’s Executive Assistant to synchronize deliverables, align priorities, and ensure seamless coordination of meetings, communications, and events.
- Coordinate information, tasks, and logistics, and proactively streamline the COS/CS’s schedule and workflow.
- Prepare and format agendas, briefing materials, and documentation for meetings with the CEO, Board of Trustees, and Executive Team.
- Act as recording secretary for management-level committee meetings: draft agendas, record and distribute minutes, track action items, and maintain accurate records in compliance with governance standards.
- Implement and manage digital tools (e.g., Microsoft Planner, Teams, SharePoint) to track meetings, actions, and deliverables.
- Develop and enhance administrative procedures to increase efficiency and effectively support the COS/CS.
- Support enterprise initiatives led by the COS/CS, tracking progress and ensuring timely completion of follow-ups.
- Manage expense processing and other administrative processes.
- Maintain the highest level of confidentiality and professionalism in all matters, demonstrating dedication to upholding the organization’s values of accountability, compassion, and trustworthiness.
What You Bring
- Post-secondary education in Business Administration, Office Management, or equivalent experience.
- Minimum of 7 years of executive administrative experience in a corporate environment.
- Advanced proficiency with Microsoft 365 (Outlook, Planner, Teams, Excel, SharePoint).
- Exceptional communication, writing, organizational, and interpersonal skills.
- Demonstrated experience in corporate governance, including preparation of correspondence, reports, presentations, and minutes.
- Proven ability to handle confidential information with discretion and sound judgment.
- Strong problem-solving, multitasking, and project coordination abilities.
- Demonstrated commitment to accuracy, timeliness, and exceptional attention to detail, with a proactive approach to identifying and implementing process improvements.
- Energetic, adaptable, and solution-oriented, with a strong work ethic.
About HOOPP (Healthcare of Ontario Pension Plan)
Established in 1960, the Healthcare of Ontario Pension Plan (HOOPP) is a multi-employer defined benefit pension plan for Ontario's hospital and community-based healthcare sector. We serve more than 460,000 members who provide valued healthcare services at more than 670 employers across the province. At HOOPP, we exist to provide a stable and reliable pension for our members that starts in retirement and is paid for life. As one of Canada's largest and most respected pension plans, HOOPP's net assets reached $112.6 billion at the end of 2023 and our funded status remained strong at 115%. HOOPP's core values - professional, accountable, collaborative, compassionate and trustworthy - guide our every interaction with our members, employers and employees.
We've become one of Canada's leading pension plans by consistently challenging ourselves and embracing innovation. From our unique investment management approach to our innovative technology and thought-provoking research, we constantly seek to push the boundaries, and we do this by hiring passionate, forward-thinking people. Our high-performance culture, which spans our head office in Toronto and our office in London (UK), is founded on collaboration, respect and belonging. HOOPP is an equal opportunity employer and we're proud of our diversity. We select applicants for employment solely on the basis of their qualifications. Should you require accommodation because of a disability during the recruitment and selection process, please contact our Human Resources team. We will be happy to consult with you so that arrangements can be made for reasonable accommodation.
Executive Assistant, Chief of Staff & Corporate Secretary [B4]
Top Benefits
About the role
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 Executive Assistant (“EA”) provides proactive, high-level administrative and organizational support to the Chief of Staff & Corporate Secretary (“COS/CS”) and her direct reports. This role ensures seamless coordination of the executive’s activities through effective scheduling, communication, and workflow management — all delivered with professionalism, discretion, and sound judgment.
Working closely with the Board Coordinator and the CEO’s Executive Assistant, the EA aligns actions and priorities across the COS/CS’s areas of responsibility to ensure coordination and continuity within the Office of the CEO.
What You Will Do
- Manage and prioritize the COS/CS’s calendar, correspondence, travel, and meetings.
- Provide administrative and scheduling support to the COS/CS’s direct reports.
- Manage deadlines, meetings, and commitments to ensure the COS/CS is always fully prepared.
- Provide proactive support and anticipate needs, priorities, and potential challenges before they arise.
- Partner closely with the Board Coordinator and the CEO’s Executive Assistant to synchronize deliverables, align priorities, and ensure seamless coordination of meetings, communications, and events.
- Coordinate information, tasks, and logistics, and proactively streamline the COS/CS’s schedule and workflow.
- Prepare and format agendas, briefing materials, and documentation for meetings with the CEO, Board of Trustees, and Executive Team.
- Act as recording secretary for management-level committee meetings: draft agendas, record and distribute minutes, track action items, and maintain accurate records in compliance with governance standards.
- Implement and manage digital tools (e.g., Microsoft Planner, Teams, SharePoint) to track meetings, actions, and deliverables.
- Develop and enhance administrative procedures to increase efficiency and effectively support the COS/CS.
- Support enterprise initiatives led by the COS/CS, tracking progress and ensuring timely completion of follow-ups.
- Manage expense processing and other administrative processes.
- Maintain the highest level of confidentiality and professionalism in all matters, demonstrating dedication to upholding the organization’s values of accountability, compassion, and trustworthiness.
What You Bring
- Post-secondary education in Business Administration, Office Management, or equivalent experience.
- Minimum of 7 years of executive administrative experience in a corporate environment.
- Advanced proficiency with Microsoft 365 (Outlook, Planner, Teams, Excel, SharePoint).
- Exceptional communication, writing, organizational, and interpersonal skills.
- Demonstrated experience in corporate governance, including preparation of correspondence, reports, presentations, and minutes.
- Proven ability to handle confidential information with discretion and sound judgment.
- Strong problem-solving, multitasking, and project coordination abilities.
- Demonstrated commitment to accuracy, timeliness, and exceptional attention to detail, with a proactive approach to identifying and implementing process improvements.
- Energetic, adaptable, and solution-oriented, with a strong work ethic.
About HOOPP (Healthcare of Ontario Pension Plan)
Established in 1960, the Healthcare of Ontario Pension Plan (HOOPP) is a multi-employer defined benefit pension plan for Ontario's hospital and community-based healthcare sector. We serve more than 460,000 members who provide valued healthcare services at more than 670 employers across the province. At HOOPP, we exist to provide a stable and reliable pension for our members that starts in retirement and is paid for life. As one of Canada's largest and most respected pension plans, HOOPP's net assets reached $112.6 billion at the end of 2023 and our funded status remained strong at 115%. HOOPP's core values - professional, accountable, collaborative, compassionate and trustworthy - guide our every interaction with our members, employers and employees.
We've become one of Canada's leading pension plans by consistently challenging ourselves and embracing innovation. From our unique investment management approach to our innovative technology and thought-provoking research, we constantly seek to push the boundaries, and we do this by hiring passionate, forward-thinking people. Our high-performance culture, which spans our head office in Toronto and our office in London (UK), is founded on collaboration, respect and belonging. HOOPP is an equal opportunity employer and we're proud of our diversity. We select applicants for employment solely on the basis of their qualifications. Should you require accommodation because of a disability during the recruitment and selection process, please contact our Human Resources team. We will be happy to consult with you so that arrangements can be made for reasonable accommodation.