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Executive Assistant, Medical Administration – Full-Time – Markham Site


Administrative Assistant/Executive Assistant

Job Location

Markham, ON

Tracking Code


Position Type


Who we are:

Markham Stouffville Hospital (MSH) is one of Ontario’s leading community hospitals.  Across our two sites (Markham and Uxbridge) and Reactivation Care Centre (RCC), we provide high quality, patient-centred care to more than 435,000 patients each year. We offer diagnostic and emergency services and deliver clinical programs in acute care medicine and surgery, addictions and mental health, and childbirth and children’s services. We are also proud to be part of the Eastern York Region North Durham Ontario Health Team (OHT).


Our 526 physicians, 28 midwives, 2,400 staff and 1,000 volunteers serve patients and families with an honoured to care mindset and are focused on delivering an extraordinary patient experience to the residents of Markham, Whitchurch-Stouffville, Uxbridge and beyond.. We are dedicated to providing access to the right care, at the right time, in the right place by the right people and at the right cost. Are you ready to join us?

What we need:

We are looking for an enthusiastic Executive Assistant. The successful candidate will support Medical Administration and the Executive Office. They will be a self-directed, independent critical thinker who is well organized to provide complex administrative support within the executive offices. Exercising considerable judgment, you will anticipate the senior leaders’ professional needs and produce first-rate documentation to support them. To succeed in this role you must have a full understanding of hospital policies and procedures, be discreet and professional, able to accept and assume responsibility while making appropriate decisions based in accordance with your role. Areas of responsibilities include:


  • Supporting the activities of the Chief of Staff and Director of Medical Administration including managing calendars, prioritizing appointments and scheduling
  • Coordinating meetings by organizing and preparing agendas, recording and distributing minutes and arranging logistics as required
  • Provide administrative support to the Research Ethics Board, the Medical Advisory Committee and any other committee as assigned
  • Researching, composing and typing various draft internal and external correspondence, reports, proposals and presentations
  • Arranging internal and external appointments and meetings ensuring the required stakeholders and materials are organized and prepared to ensure success of the meeting/appointment
  • Assisting with various facets of special projects
  • Maintaining an effective filing system (hard copy and electronic files)
  • Maintaining the image of the Executive Office by adhering to a professional and consistent standard
  • Collaborating with the Executive Office Executive Assistants to provide coverage and assistance when needed
  • Other duties as assigned by a member of the senior management team

Who you are:

You are an innovative and patient centered individual who provides excellence within their profession

You are a team player with excellent communication, critical thinking and customer service skills

You have vision, flexibility, transparency, honesty and practicality

You are organized, accurate, able to multi task and meet deadlines           

You support the patient experience, your colleagues and others cultural and spiritual beliefs

You encompass MSH’s core values and live the words of Respect, Trust, Commitment, Compassion and Courage


Work schedule:

The successful candidate will primarily work Monday to Friday during the day. You must be flexible with your schedule to meet deadlines and support meetings/events which may take place in the early morning, evening and on weekends.



BAND N: $34.33 - $41.77 per hour 


What you bring to MSH:

  • Post-secondary degree or diploma level education in office/administrative management, with specific file/data management training
  • A minimum of 3-5 years of recent relevant executive assistant experience supporting a member of the executive leadership team within a healthcare environment is essential
  • Proven record in ensuring confidentiality, integrity, professionalism and diplomacy at all times
  • Proven MS Office proficiency (Outlook, Word, Excel, and PowerPoint) required
  • Proven ability to research and develop PowerPoint presentations for the senior team
  • Demonstrated excellent organizational skills with ability to prioritize tasks and meet deadlines in a fast-paced environment
  • Superior communication (verbal and written) skills and the ability to effect strong public relations with Board members, staff, physicians, volunteers, community, and government staff
  • Proven well-developed customer-service focus
  • Demonstrated ability to work both independently and collaboratively within a team environment
  • Excellent critical thinking skills with the ability to think independently to proactively anticipate the needs of the senior team
  • Must demonstrate high initiative and efficiency with accurate attention to detail
  • Demonstrated good attendance and performance records with the ability to maintain these same
  • Demonstrated commitment to a healthy and safe workplace for self and others (staff, patients, families, etc.) by taking all reasonable precautions and working in compliance with hospital related policies, health and safety legislation an best practices and completing relevant mandatory education as required


Markham Stouffville Hospital takes pride in serving some of Canada’s most diverse communities. We are committed to fostering an environment of equity and inclusivity where every person can work and receive care safely, openly and honestly.  All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, nation of origin, genetics, disability, age, veteran status, marital or family status, belief system, or other factors related to one’s personal identity and/or values. Furthermore, Markham Stouffville Hospital is committed to meeting the needs of all individuals in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. Should you require accommodations during the recruitment and selection process, please contact Human Resources.           



External Closing Date


Union Type

Non - Union