Executive Assistant - Permanent - 37.5 hours/week

About the Peterborough Family Health Team

Peterborough Family Health Team (PFHT) is a collaborative primary care organization that works alongside family physicians and community partners to provide comprehensive, team-based care to the residents of Peterborough and Peterborough County. Our interdisciplinary team works together across multiple clinical sites.

PFHT supports clinical excellence, innovation, and digital health solutions that enhance patient care, improve provider workflows, and protect the privacy and security of health information.

Overview

Reporting to the Chief Executive Officer (CEO) of the Peterborough Family Health Team (PFHT), The Executive Assistant (EA) performs administrative tasks, on a priority basis, that support the functions of the senior team and the Board of Directors of PFHT.

Responsibilities

• Provides comprehensive administrative support to the Chief Executive Officer (CEO) and Senior Management Team, ensuring the efficient operation of the Executive Office.
• Manages calendars, schedules meetings, coordinates travel and supports the prioritization of competing demands for the CEO and Senior Management Team.
• Prepares, edits, and distributes correspondence, reports, presentations, meeting materials, and other documents while maintaining a high degree of accuracy, professionalism, and confidentiality.
• Serves as the first point of contact for the Executive Office by triaging calls, emails, and inquiries, responding where appropriate and directing matters to the appropriate individual.
• Coordinates meetings for the Senior Management Team, Board of Directors, Board Committees, and the Annual General Meeting, including scheduling, agendas, meeting materials, minute-taking, action item follow-up, and meeting logistics.
• Maintains Board records, governance documentation, and the Board Manual, and coordinates the onboarding and orientation of new Board members.
• Provides administrative coordination for organizational projects, strategic initiatives, corporate events, and special assignments.
• Conducts research, compiles information, and prepares materials to support organizational planning, reporting, and decision-making.
• Performs basic financial administration, including processing invoices, expense claims, purchase orders, cheque requisitions, and corporate credit card reconciliations.
• Acts as the primary administrative contact for the 185 King Street office, coordinating facility-related matters with the landlord and service providers and managing shared meeting room bookings.
• Maintains an organized and secure electronic document management system and supports continuous improvement of administrative processes.
• Provides cross-functional support to the Administrative Team during periods of peak workload, vacation coverage, or special projects.
• Develops and maintains effective working relationships with Board members, staff, physicians, community partners, vendors, and external stakeholders.
• Exercises sound judgment and maintains strict confidentiality when handling sensitive organizational, governance, financial, and human resources information.
• Performs other duties consistent with the responsibilities of the position.

Qualifications

• Three years of experience in an executive office environment including demonstrated competence in word processing, minute taking, public liaison, telephone message intake, drafting policy and procedures.
• Board governance experience
• Highly skilled in computer applications: Windows, Microsoft 365 Office programs (PowerPoint, Excel, Word), Email and Internet Research.
• Demonstrated planning, organization, problem solving, research and analysis, written and oral communication, and conflict resolution skills.
• Post-secondary education in a related field such as business administration preferred
• Experience in Health Care preferred

Additional benefits of joining the Peterborough Family Health Team

• A provincial leader among Family Health Teams in Ontario
• Excellent team/office environment
• Multidisciplinary team expertise
• PFHT provides clinical supervision
• Organizational commitment to work-life balance
• HOOPP Pension Plan
• Optional dental and health benefits
• Life and disability insurance
• Healthcare spending account
• EAP Program

The Peterborough Family Health Team are leaders in advocating for full vaccination against the COVID-19 virus and its variants, for persons who are medically able to receive the vaccination. All applicants should know that PFHT employees are expected to support this position and if medically able, maintain full vaccination.

Interested candidates can email their resume and cover letter to ***email_hidden*** by the application deadline.

• Application deadline: July 15, 2026
• Hours: Monday to Friday – some evening work may be required
• Expected start date: August 24, 2026
• Job type: Permanent, Full Time, 37.5 hours/week
• Salary: $54,318 to $61,149 per year based on full time equivalent

The Peterborough Family Health Team is actively committed to creating a diverse and inclusive workplace and encourages applications from all qualified candidates. The Peterborough Family Health Team offers accommodation for applicants with disabilities in its recruitment processes. We thank all applicants for their interest; however, only candidates selected for further consideration will be contacted.