Executive Assistant

About Proximity

Proximity Institute is an independent charitable organization dedicated to enabling effective leadership at the most senior level in Ontario hospitals. Proximity was founded by the Ontario Hospital Association (OHA). 

Proximity works in partnership with Ontario hospital CEOs and their top teams on the leadership priorities that matter most for Ontario hospitals. Our long-term ambition is to work collaboratively with Ontario hospitals to identify, develop and ready a quality pipeline of emerging CEO talent.  Small, focused, and highly trusted by our stakeholders, we are deeply committed to strengthening healthcare leadership in Ontario. 

About the Role

The Executive Assistant plays a critical enabling role at Proximity, supporting the day-to-day operations of the organization and ensuring a high standard of coordination, organization, and professionalism.

This role focuses on executive support, internal coordination, and administrative operations. Working closely with the President & CEO, VP Operations, and broader team, you will help ensure the organization runs smoothly and efficiently.

This is a highly visible role requiring strong judgment, attention to detail, discretion, and the ability to anticipate needs in a fast-paced environment.

Key responsibilities include:

• Manage calendars, scheduling, and meeting logistics for the President & CEO

• Support preparation and coordination of executive correspondence, presentations, and meeting materials
• Manage sensitive and confidential information with professionalism and discretion

• Support Board and Committee meetings, including material preparation, scheduling, travel and accommodations
• Support day-to-day office operations, including supplies, subscriptions, and records management
• Coordinate internal team meetings, learning sessions, and engagement activities
• Support leadership development event execution including meal planning, scheduling, travel, accommodations, and reimbursements
• Manage general invoicing, accounts payable, and expense processing
• Provide backup support related to HR systems, employee onboarding, payroll and benefits coordination as required

As part of a small and collaborative team, you will contribute to an “all hands on deck” environment where flexibility, ownership, and teamwork are essential.

About You

You are a highly organized and dependable professional who enjoys creating structure and keeping things running smoothly behind the scenes.

You are comfortable managing multiple priorities at once and bring a proactive, service-oriented approach to supporting leaders and teams.

You bring strengths in areas such as:

• Managing calendars, logistics, and coordination in a fast-paced environment
• Communicating clearly and professionally with a range of stakeholders, including hospital executive teams and Board leaders
• Delivering accurate, detail-oriented administrative and operational support
• Supporting financial processes such as invoicing or accounts payable
• Demonstrating discretion and confidentiality

You are adaptable, collaborative, and comfortable working within a small team where roles can evolve and everyone contributes to shared goals.

Qualifications and experience

• 5+ years of experience supporting senior executives and leadership teams
• Experience in a professional services, charity, non-profit, healthcare, hospital setting or consulting environment is an asset
• Familiarity with financial processes (invoicing, expenses, reconciliation)

• Strong proficiency with office tools (Microsoft Office, scheduling tools, HRIS systems such as BambooHR)

About our Team

At Proximity, we are intentional about building a culture that reflects the leadership priorities we aim to impact. Our work is grounded in our values of integrity, curiosity, and camaraderie. 

We are committed to a positive, inclusive work environment where team members feel seen, heard, and supported.  

Compensation

Salary range commensurate with experience, plus we offer a comprehensive benefits package, including extended health and dental coverage, participation in the HOOPP defined benefit pension plan, and top-up benefits for maternity and parental leave.

Location & Work Environment

Proximity is a Toronto-based employer. We offer a flexible work environment, and employees are expected to attend the office as required to support business needs.

About the Process

To be considered for this opportunity, applicants must complete the application directly through the Proximity Institute Careers page, including submission of a resume and cover letter, by Friday, June 12, 2026. https://proximity.bamboohr.com/careers

We will contact candidates selected for an initial conversation. 

Proximity is committed to fostering a climate of equity, diversity, inclusion, and accessibility. We welcome applications from all qualified candidates.