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 Administrative Assistant provides high-level administrative, organizational, and coordination support to the department’s leadership team and staff. The role ensures the smooth and efficient operation of daily departmental activities by managing schedules, coordinating communications, preparing documentation, and supporting special projects. The position acts as a central resource for departmental information, assisting with the coordination of meetings, events, and cross-functional initiatives, while maintaining a high standard of confidentiality, accuracy, and professionalism.
The ideal candidate is resourceful, friendly, self-motivated, solution-focused, and well-organized. They can operate calmly under stress and juggle multiple high-priority workflows. They enjoy collaborating with others, can work independently, are service-oriented, and can work in a confidential manner with a high degree of discretion.
What you will do:
Administration
Manage calendars, arrange meetings, prepare agendas, and take minutes to ensure effective task follow-up and accountability.
Organize departmental events, workshops, and conferences, including logistics, catering, and materials.
Prepare PowerPoint presentations and delivery packages by coordinating input from managers and ensuring professional, accurate final materials.
Maintain filing systems, databases, and departmental records for accuracy and accessibility.
Act as a liaison with other departments to support cross-functional initiatives.
Maintain vendor contract database and report critical dates to contract manager.
Updates and maintains departmental organizational charts.
Provides back-up support for mail, courier, reception, etc. as required.
Communications
Serve as the primary point of contact for departmental inquiries.
Develop, edit, and distribute internal and external communications, including announcements, newsletters, and updates.
Coordinate preparation of meeting agendas, minutes, and briefing materials.
Draft, proofread, and format reports, presentations, and correspondence.
Creation and execution of annual Corporate Services communications calendar/schedule.
Responsible for ensuring building related information is communicated to the appropriate audience.
Daily monitoring of Corporate Services email inbox and intranet posts.
Other
Facilitate onboarding orientation and training sessions for new staff or department-wide initiatives.
Assist with departmental budget tracking.
Create and track Purchase Orders (PO’s).
What you bring:
Strong organizational, prioritization, time-management, and multitasking skills.
Professional, approachable, and reliable.
Problem-solving mindset with the ability to anticipate needs and adapt quickly to change.
Customer service experience.
Excellent written and verbal communication skills.
Attention to detail in preparing reports, correspondence, and documentation.
Solid demonstrated interpersonal skills.
Self-motivated, flexible and adaptable.
Demonstrates a strong work ethic.
Experience in Marketing and Communications an asset.
Advanced skills in MS Office Applications (ie. Outlook, Teams, Word, Excel, Power Point).
Comfortable creating Power Point presentations with advanced features.
Demonstrates a positive attitude and is a self-starter.
Effective planning skills.
Experience handling matters of a confidential nature.
Demonstrated ability to exercise good judgement, high level of professionalism and integrity.
High level of enthusiasm and energy, responsiveness to both internal issues and external drivers.
Top Skills
What We Do
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
