Executive Assistant and Operations Coordinator

***Interested in joining the Downtown East Toronto OHT?*** *We're pleased to share this opportunity on behalf of the Downtown East Toronto Ontario Health Team (DET OHT). While this is not a position with Sherbourne Health, we're helping spread the word to connect interested candidates with this exciting opportunity.* **Summary Description** We are seeking a highly organized, proactive and detail-oriented Executive and Operations Coordinator to join our team. This position plays an important role in supporting the day-to-day operations of DET OHT, with a particular focus on providing administrative support to the Executive Director, coordinating the activities of our Core Group (a leadership and governance body), and maintaining accurate, current and well-organized organizational databases and shared drives. The successful candidate will be an excellent communicator, comfortable managing multiple priorities and skilled at coordinating people, information and activities in a collaborative environment. **Job Functions or Duties** Specific Accountabilities Executive and Administrative Support * *Manage and maintain the Executive Director's calendar, coordinating meetings, appointments and commitments, proactively identifying scheduling conflicts and supporting effective time management.* * *Coordinate meeting arrangements, including scheduling, invitations, agendas, supporting materials and logistics.* * *Serve as an administrative point of contact for the Executive Director and Operations Team, facilitating communication and timely follow-up with internal and external stakeholders.* * *Prepare correspondence, presentations and other documents, while maintaining confidentiality and professionalism.* * *Ensure projects align with the DET OHT Strategic Plan, Ontario Health priorities, Ministry requirements, funding agreements, privacy obligations and health equity commitments.* Core Group Liaison and Governance Coordination * Serve as the primary administrative liaison for the DET OHT Core Group, supporting effective communication between members, the Executive Director and the Operations Team. * Coordinate Core Group meetings, including scheduling, preparation and distribution of agendas, meeting packages and supporting materials. * Record meeting minutes, document decisions, track action items and follow up on outstanding commitments. * Maintain accurate and organized Core Group records and governance-related documentation. Database, Shared Drive, and Information Management * Maintain and regularly update organizational databases, shared drives and electronic information systems to ensure information is accurate, current, relevant and accessible. * Organize and maintain electronic files, records and documents using consistent naming conventions and filing structures. * Regularly review and update information, identifying outdated, duplicate or incomplete records and coordinating appropriate corrections or archiving. * Support effective in