Position: Administrative Coordinator, Executive & Leadership Support
Employment Type: Permanent Full Time
Location: This position is based out of VHH’s Saskatoon office with a planned office relocation to Whitecap, SK in Spring 2027
The Opportunity

Virtual Health Hub (VHH) is seeking an experienced and highly organized Administrative Coordinator, Executive & Leadership Support to provide administrative support to the CEO and members of the leadership team.

This is an important role within VHH, requiring someone who is proactive, resourceful and confident working with senior leaders. The successful candidate will bring strong organizational and communication skills, sound judgment and the ability to anticipate needs, manage competing priorities and keep things moving in a fast-paced and evolving environment.

Working directly with the CEO, the position will coordinate executive scheduling and travel, meeting arrangements, correspondence and document preparation, while providing administrative support to other members of the leadership team as required. The role also involves coordinating with employees and external partners, handling confidential information and ensuring administrative details are managed with care and professionalism.

We are looking for someone who takes initiative, works independently and is comfortable navigating competing demands. The ideal candidate is approachable and collaborative, but also confident and assertive when follow-up is needed. They take pride in being organized, dependable and one step ahead, and understand the importance of providing consistent, high-quality support to senior leaders.

What You’ll Do

• Provide executive support: Manage the CEO’s calendar, coordinate meetings and appointments, anticipate scheduling needs and help ensure the CEO is well prepared for upcoming commitments.
• Coordinate travel: Arrange executive travel, including flights, accommodations, ground transportation and itineraries, and manage changes as needed.
• Support the leadership team: Provide administrative assistance to members of the leadership team, including scheduling, meeting arrangements, document preparation and other coordination requirements.
• Coordinate meetings and events: Organize meeting logistics, prepare and distribute materials, arrange meeting spaces and technology, and coordinate visitor and guest arrangements.
• Prepare and manage documentation: Draft, format and review correspondence, presentations, reports and other executive-level documents, ensuring accuracy and a professional standard.
• Keep things organized and moving: Manage administrative requests, follow up on outstanding information and commitments, anticipate needs and address scheduling or coordination challenges.
• Maintain records and confidentiality: Keep executive records and documentation organized and handle sensitive information with discretion and sound judgment.
• Improve administrative processes: Identify opportunities to improve coordination, organization and administrative practices as VHH continues to grow.

What You’ll Bring

• Post-secondary education in business administration, office administration or a related field. An equivalent combination of education and progressively responsible experience will be considered.
• Five or more years of progressively responsible administrative experience, preferably providing direct support to executives, senior leaders or a leadership team.
• Demonstrated experience managing executive calendars, complex scheduling requirements, business travel and meeting arrangements.
• Experience preparing professional correspondence, reports, presentations and other executive-level documentation.
• Demonstrated ability to work independently, anticipate needs, take initiative and exercise sound judgment with minimal direction.
• Proven ability to manage competing priorities, adapt to changing demands and follow through on commitments in a fast-paced environment.
• Strong interpersonal and communication skills, with the confidence and professionalism to work effectively with senior leaders, employees and external partners and contacts.
• Demonstrated ability to navigate challenging interactions, manage competing expectations and maintain positive working relationships with tact and discretion.
• Exceptional organizational skills and attention to detail, with the ability to manage sensitive and confidential information appropriately.
• Advanced proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint.
• Experience with digital collaboration tools, document management systems and other administrative platforms.

How to Apply

Join us in shaping the future of Virtual Health Hub. Apply today by submitting your cover letter and resume (in one document) to careers@virtualhealthhub.ca with the subject line: ‘Administrative Coordinator’. The application deadline is November 6, 2026.