The Health and Supportive Care Providers Oversight Authority (HSCPOA) is seeking an exceptional individual to join the staff as Executive Assistant & Board Administrator. HSCPOA has a mandate to register and provide oversight of Personal Support Workers (PSWs) and other potential classes of registrants that may be prescribed by government in future regulations to be made under the new Health and Supportive Care Providers Oversight Authority Act, 2021.

Having commenced registration December 1, 2024, the registrant count is nearing 13,000 with the potential to multiply ten-fold. The current opening is a newly created full-time staff position, adding to the existing remote staff team of eight energetic and creative individuals.

The successful candidate will play a critical role by supporting the Chief Executive Officer (CEO) and the Board of Directors in ensuring effective governance and monitoring the strategic direction of HSCPOA, ensuring public safety, and enhancing the quality of care for patients and clients.

POSITION SUMMARY

Reporting to the CEO, the Executive Assistant and Board Administrator is responsible for the planning and delivery of executive-level administrative and governance support services to the Office of the CEO, coordination of meeting and project support to the CEO, the Board of Directors, and Board Committees (currently Board Recruitment and Nominations Committee, Governance Committee, and Personal Support Worker Advisory Committee).

RESPONSIBILITIES:

• As the primary contact in the Office of the CEO, manages contacts, schedules and arranges meetings and logistics for the CEO and Board of Directors meetings, schedules appointments, prioritizes activities and oversees the day-to-day operations, anticipating needs to keep the CEO ahead of commitments.
• Assesses incoming correspondence and materials and completes initial triage and prioritization of issues.
• Composes correspondence for the signature of the CEO, and maintains reports, correspondence, presentations, and documentation. Reviews intent, content and sources with HSCPOA Leadership and relevant internal and external parties, verifies information and analyzes for accuracy and completeness, sharing and discussing same with appropriate individuals in preparation for internal and/or public disclosure.
• Maintains issues-management tracking and action items, and requests as appropriate, notifying the CEO of issues requiring immediate attention, and providing guidance and assistance regarding policies, correspondence, and contacts with Board of Directors.
• Keeps the CEO and where appropriate, Board members well-apprised of key issues and status of responses on behalf of the CEO, exercising high levels of confidentiality and discretion in all dealings.
• Elicits input and feedback from key parties to ensure working relationships are productive and beneficial to the achievement of CEO and Board goals.
• Communicates appropriate information in a timely, accurate and inclusive manner.
• Coordinates arrangements, logistics and scheduling of meetings, conferences, and teleconferences, preparing agenda and supporting materials, anticipating and coordinating resource requirements, and screening and prioritizing appointments for the CEO.
• Participates and provides executive level administrative support to committees and project groups, preparing agenda, presentations and reports, maintaining minutes and monitoring action items.
• Maintains a full and up-to-date understanding of issues and events occurring throughout HSCPOA, keeping the CEO informed of activities both current and pending. Provides a bridge for smooth communication between the CEO, senior leadership, and staff.
• Coordinates and supports Board recruitment and nominations processes, circulating information and nominee packages, facilitating orientation of new representatives, and maintaining all records and correspondence. Develops, compiles, and maintains files and filing systems on behalf of the CEO’s Office and Board of Directors, updating and maintaining policy, governance, and administration manuals.
• Maintains budget records for the CEO’s Office, tracking expenditures, preparing the expense reports for CEO and Board members, vetting, tracking, recording and reconciling Office and project budget information as required.
• Continually examine work process and explore opportunities for improving efficiencies through technology, elimination or altering of work processes and make recommendations to the CEO.
• Uphold and implement HSCPOA’s Policies and Procedures.

QUALIFICATIONS

• Successful completion of a post-secondary diploma in administrative studies or related field or approved equivalent combination of education and experience.
• Minimum of five (5) years’ experience in a senior administrative role or relevant position. Knowledge and/or experience in regulatory sector an asset.
• Excellent written, verbal and people skills with a demonstrated ability to build trust and relationships with internal and external parties, including Board and Committee members, government and PSW sector representatives and other regulatory agencies.
• Self-motivation and solid organizational skills to efficiently and effectively manage workload, deal with multiple demands, and maintain composure while progressing toward desired outcomes.
• Excellent analytical skills with attention to detail and problem solving.
• Demonstrated sound judgement, high degree of sensitivity and discretion, ability to maintain the confidentiality of sensitive file material and information.
• Demonstrated ability to anticipate needs, think critically, and offer solutions with a high level of professionalism and confidentiality.
• Demonstrated ability to be creative and innovative.
• Progressive, forward thinking, flexible and adaptable.
• Excellent time management, organizational and anticipatory skills, with the ability to multi-task and manage multiple competing priorities.
• Proven ability to organize, write, prepare, and proofread documents, minute taking and compiling notes for follow-up, drawing on organizational knowledge and understanding of the business to ensure completeness.
• Technologically savvy with the ability to leverage technological tools to enhance process efficiency and build reports as necessary, proficient with Microsoft Office Suite (Outlook, Word, Power Point, Excel, Power BI, MS Teams).
• Meeting/event planning skills and ability to support virtual and in-person meetings.

WORKING ENVIRONMENT

• May be required to work evenings or weekends to attend meetings, and travel occasionally.
• Remote position with a requirement for a dedicated confidential workspace
• Equipment will be provided by HSCPOA.

APPLICATION PROCESS:

HSCPOA invites all qualified individuals to submit their cover letter and resume to Michelle.Tiainen@altis.com by June 19, 2026.

We thank all applicants; however, only those under consideration will be contacted.

The above job description reflects the major aspects of the job and is not to be construed as a detailed description of all work requirements inherent in the job. All positions may be assigned other job-related duties as required from time to time.