Administrative Assistant Corporate Services

Join a growing and dynamic interprofessional primary health care team in the heart of Prince Edward County. This is a new permanent part-time position, working three days per week.

ABOUT US

The Prince Edward Family Health Team (PEFHT), funded by Ontario Health, offers comprehensive, multidisciplinary, and patient-centred care for Prince Edward County residents and surrounding area residents.  Services and programs include disease diagnosis, treatment and management, prevention and cure, rehabilitation, palliative care, and community health promotion.

THE ROLE

The Administrative Assistant – Corporate Services provides direct support to the Executive Director and plays a key role in maintaining the efficiency and professionalism of PEFHT’s corporate, executive, and governance functions. The role requires exceptional organizational skills, discretion, initiative, and the ability to navigate a fast-paced environment with shifting priorities.

The individual in this role works closely with internal and external stakeholders, supports Board and committee activities, coordinates executive-level communications and documentation, and contributes to the smooth functioning of corporate operations.

KEY RESPONSIBILITIES

Executive Support

• Provide day-to-day administrative support to the Executive Director and Managers, including scheduling, calendar management, meeting coordination, and travel arrangements.


• Prepare, edit, and proofread correspondence, reports, presentations, and briefing materials.


• Support the Executive Director in managing deadlines, follow-up items, and organizational priorities.


• Assist with research, preparation of background materials, and administrative components of special projects.


• Maintain confidential files and records with a high degree of discretion and accuracy.

Governance & Board Support

• Coordinate and schedule Board and committee meetings, including preparation and distribution of agendas, meeting packages, and supporting materials.


• Provide administrative support to Board of Directors membership as necessary.


• Record accurate, high-quality minutes for Board and committee meetings; manage action logs and follow-up items.


• Assist with Board onboarding activities, training materials, and governance policy updates.


• Maintain governance records, ensuring compliance with privacy, retention, and reporting requirements.


• Support the logistics and documentation for annual planning sessions, AGM preparation, and Board evaluations.

Corporate & Operational Support

• Provide administrative support to organizational policies, procedures, and corporate documentation.


• Support contract preparation, tracking, and filing.


• Assist with data collection, reporting templates, surveys, and compiling information for funders or partners.


• Maintain corporate calendars, shared drives, and filing systems to ensure accuracy and accessibility.


• Support HR administrative tasks as required (e.g., onboarding checklists, recruitment logistics, maintaining personnel files).


• Help coordinate internal communications, notices, and organizational updates.


• Participate in quality improvement and office operations processes as needed.

QUALIFICATIONS

• Post-secondary education in Office Administration, Business Administration, or related field, or equivalent experience.


• 3+ years of administrative experience, preferably supporting senior leadership or governance functions.


• Exceptional organizational skills, attention to detail, and ability to manage multiple priorities.


• Strong written and verbal communication skills, including proficiency in preparing professional documents.


• Advanced computer skills, particularly with Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint, PowerPoint).


• Experience with Board governance, minute-taking, or working in a not-for-profit or healthcare environment is an asset.


• Demonstrated ability to handle confidential and sensitive information.


• Strong interpersonal skills and a collaborative, team-focused approach.

WE OFFER

• An environment that supports work-life balance.


• A team that strives for professionalism, respect, and compassion, and values team members as whole persons.


• The opportunity to be part of meaningful work that makes a difference in the community.


• Paid vacation, sick, and wellness time off.


• A defined benefit pension plan (HOOPP) and company paid health and dental plans

Posted until filled.

We thank all applicants for their interest but only those selected for an interview will be contacted. 

PEFHT is an inclusive and equal opportunity employer committed to providing accommodations for applicants upon request at any stage of the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code.  Applicants need to make their needs known in advance.