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”) plays a critical role in enabling the effective operation of the Strategy and Risk Division. Reporting to the Chief Risk and Strategy Officer (CRSO), the EA provides proactive, high-level administrative, coordination, and operational support to the CRSO and divisional Vice-Presidents.
Beyond traditional executive assistance, this role serves as an integrator across the division—supporting investment and management committee governance, financial administration, divisional initiatives, and events. The EA is a trusted partner who anticipates needs, exercises sound judgment, and contributes actively to a respectful, collaborative, and high-performing culture.
What you will do:
Executive & Divisional Support
Provide comprehensive administrative support to the Chief Risk and Strategy Officer (CRSO) and divisional Vice-Presidents, including complex calendar management, meeting coordination, travel arrangements, and correspondence.
Anticipate priorities, deadlines, and potential issues, proactively addressing needs to ensure leaders are fully prepared and supported.
Coordinate divisional activities and initiatives involving multiple Vice-Presidents, ensuring alignment, follow-through, and timely execution.
Committee Secretariat & Governance Support
Act as secretary for designated investment and management committees within the Strategy and Risk Division.
Organize committee logistics, including meeting schedules, agendas, materials, and distribution.
Prepare, record, and circulate accurate meeting minutes; track decisions and action items and follow up as required.
Maintain committee records in accordance with governance, audit, and documentation standards.
Collaborate effectively with other committee secretaries and Executive Assistants across the organization to ensure consistency and coordination.
Financial & Budget Support
Support divisional budget activities, including preparation, tracking, forecasting, and reconciliation, in partnership with divisional leadership and Finance.
Process invoices, expense claims, and payments accurately and on time.
Monitor budget-related deadlines and proactively flag variances, risks, or issues.
Events, Engagement & Coordination
Coordinate divisional meetings, offsites, training sessions, and events, managing logistics end-to-end.
Support activities that foster team engagement, collaboration, and a positive divisional culture.
Partner with other divisional Executive Assistants to support enterprise-wide initiatives, events, and campaigns.
Relationship Management & Collaboration
Build strong, trust-based relationships with executives, Executive Assistants, and stakeholders across the division and the organization.
Act as a key point of coordination and communication, facilitating clear, timely, and accurate information flow.
Model a collaborative, respectful, and service-oriented approach in all interactions.
Culture, Performance & Continuous Improvement
Uphold the highest standards of confidentiality, professionalism, and ethical conduct.
Contribute actively to maintaining a positive, inclusive, and high-performing divisional culture characterized by respect, collaboration, and accountability.
Identify opportunities to improve administrative processes, tools, and ways of working; implement enhancements that increase efficiency and effectiveness.
Demonstrate consistent high performance, adaptability, and resilience in a fast-paced, executive environment.
What you bring:
University/college education or equivalent
Minimum 3 years of executive administrative experience supporting senior leaders in a complex corporate or institutional environment.
Demonstrated experience acting as a committee secretary, including agenda preparation, minute-taking, and action tracking; experience with investment, risk, or governance committees is an asset.
Proven experience supporting budget activities, forecasting, and financial administration, including invoice and expense processing.
Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
Exceptional organizational, time-management, and multitasking skills, with strong attention to detail.
Excellent written and verbal communication skills, including professional correspondence and high-quality documentation.
Strong interpersonal skills with the ability to build effective relationships across all levels of the organization.
Highly proactive, service-oriented, and solutions-focused, with the ability to anticipate needs and act independently.
Demonstrated ability to handle sensitive and confidential information with discretion and sound judgment.
High-performing, adaptable, and resilient, with a strong work ethic and commitment to excellence.
Strong alignment with HOOPP’s values and a demonstrated commitment to fostering a respectful, collaborative, and positive workplace culture.
The expected annual base salary range for this role is: $71,000 - $109,000 CAD
The actual base salary offered to the successful candidate may vary based on multiple factors including, but not limited to, individual's expertise and level of experience applicable to the role they are being offered.
This role is eligible to participate in discretionary incentive plan(s), subject to the terms and conditions of the applicable incentive plan text.
This job is for an existing vacancy.
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
