Executive Assistant - PFT

Position Title: Executive Assistant

Job Posting Deadline for Internal Candidates, November 26, 2025 2025, at 5:00pm

Employment Status: Full-TimePermanent

Hours of Work/Schedule: Monday to Friday, 35 Hours per

Position Reports To: VP, Integrated Care & Experience

Salary Range: Annualized salary range $54,900 - $68,600, commensurate on skills and experience plus Group Benefits & HOOPP

Primary Work Location: 115 Grassmere Ave, Oshawa ON

Organization

Durham Community Health Centre (DCHC) is a registered, charitable organization that provides integrated, accessible, and equitable community-based primary care, wellness services, and health education to Durham community members who face multiple barriers to their health and well-being.

DCHC also provides equity-based programs and services that focus on priority populations such as Indigenous, Black, the 2SLGBTQI Community, Newcomers to Canada, Seniors, and Unattached patients (i.e., those without a family doctor), to name a few. DCHC ensures Durham community members receive not only sick care, but preventive care as well.

At DCHC, we are a team-based interprofessional group of staff including physicians, nurse practitioners, nurses, counselors, dietitians, outreach workers, medical secretaries, and other administrative staff. We always place every client at the centre of our approach to care, based on their needs. We address these needs through integrated clinical and wellness care and health education.

It's an exciting time to be joining DCHC, while we are embarking on an energizing path with a focus on making our biggest impact yet on local health care by diversifying, expanding, and leveraging our Strategic Plan, Theory of Change, Brand, Client Stories and Resources.

Key Responsibilities:

• Manage the VPs agendas, scheduling of appointments and materials prior to meetings.

• Ensure the VPs are kept current on all internal and external issues and is advised of and prepared for all appointments and obligations.

• Act as the key liaison between the VPs and internal and external stakeholders

• Work in collaboration with the VPs on special projects and key initiatives.

• Draft and review correspondence and follow-up as needed on responses and deliverables.

• Coordinate travel arrangements and hotel accommodations for the VPs as required

• Agenda setting, minute taking of key meetings and committees both standing and ad hoc as required

• Prepare lists of action items after coordinated meetings and follow up on appropriate items as required.

• At times, may be required to research, prioritize, and follow up on incoming issues and concerns addressed to the VPs, including those of a confidential or sensitive nature. Determines appropriate course of action, referral or response.

• Responsible for maintaining accurate and up to date Corporate Information System.

• Participate in other internal committees and projects, determined.

• Generating briefing notes and building reports.

Key Qualifications

• Minimum 5-7 years of experience supporting VP or senior leadership.

• Bachelor's degree in communication/Post-secondary education/training in related field and/or equivalent related experience within senior management administrative support.

• Proven ability to handle sensitive information with discretion and maintain confidentiality.

• Strong attention to detail, organization and time management skills, and project coordination skills.

• Ability to multi-task and work in a team environment, as demonstrated in work environments with multiple/simultaneous deadlines on a regular basis.

• Proficiency in the use of computers and various software applications as relates to office and senior management administrative support.

• Strong attention to detail, organization and time management skills, as demonstrated in work environments with multiple/simultaneous deadlines on a regular basis. Office administration analysis/processing experience within community health center model, preferred.

• Familiarity with Ontario Health, MOHLTC and other government funders' parameters, is an asset.

• Demonstrated ability to work independently and to be an effective member within an interdisciplinary team.

• Demonstrated ability to manage workload with simultaneous deadlines, determine priorities and meet deadlines.

• Excellent verbal and written communication skills and interpersonal skills to deal with varying stakeholders.

• Proven ability to organize and manage a diverse range of assignments and projects with high accuracy and efficiency output.

• Proficiency in the use of computers, internet/intranet, and various software applications (preferably MS Office applications).

Key Attributes include: Demonstrated Minimum Attributes core to the Agency: Service oriented, Initiative, Results oriented, Flexible/Adaptable, Collaborative, Effective Communication Skills, Team Player, Ability to manage risk within one's responsibility & accountability, Ability to take Accountability. In addition, the following are role-specific attributes: Efficient, Time Management & Organization Skills, Attention to Detail, Creative & Innovative Thinker, Analytical/Systematic, Forward Thinker, Problem-Solving skills.

Physical / Mental Demands Analysis:

• Extensive hand-eye coordination, reviewing and entering alpha and numeric information, and as a result of computer and electronic device use (e.g., calculator, desktop system, financial systems, regular PC).

• Some occasional periods of high concentration demands, as result of multiple and simultaneous service priorities when dealing/liaising with staff, external partners, vendors/suppliers, Board members, senior management.

• Regular office environment, with service interaction with staff and management, by phone, in person, via email.

• Occasional work outside of regular business hours supporting board work and/or VP's meetings, etc.

• Regular frequency of multi-tasking, within a dynamic open-office environment requiring regular changing and simultaneous priorities.

• Regular interaction and collaborative work with same-role colleagues as well as cross-disciplines.

Full vaccination against COVID-19 is mandatory for this position (DCHC will however adhere to its duty to accommodate those who are unable to be fully vaccinated for a reason related to a human right protected ground).

Application Process:

1. While we thank all applicants for their interest in applying, only those qualified and considered for an interview will be contacted. All applicant submissions will be kept on file for six months, for future consideration.
2. All applicants are encouraged to provide a valid email address for communication purposes. Applicants may receive written correspondence regarding this job posting directly to the email address provided on their resume. As an applicant, it is your responsibility to ensure that you check your email regularly.
3. All positions are subject to the successful completion of the following pre-employment conditions for all external hires: Reference Checks; and Criminal Background checks (including Vulnerable Sector Screening).
4. Please be advised that AI Technology supports the screening process of applications. All final hiring decisions are made by our recruitment team.

Durham Community Health Centre (DCHC) is committed to creating an inclusive environment that welcomes and celebrates diversity so that all employees have the opportunity to thrive. DCHC will comply with all applicable standards as set out in the Accessibility for Ontarians with Disabilities Act, 2005 (AODA), the provisions of the Ontario Human Rights Code, and any other applicable legislation. Accessibility: If you have accessibility needs and require alternate formats or other accommodations, please contact our Talent and Culture team at 905-723-0036, or by email to [email protected].