Share Email Opening Title Executive Assistant - Rehab and Complex Continuing Care  Category Administrative and Clerical   Req Number ADM-19-00006   Open Date 3/21/2019   Number of Openings 1   Department Rehab and Complex Continuing Care Admin  Work type Regular Full-time  Grade Grade 4 ($25.26/hr to $30.19/hr)  FTE 1  Posting Close Date 04/15/2019  Description This Executive Assistant position supports the Senior Director Rehab and Complex Continuing Care Program. This role involves working closely with a leadership and administration team to facilitate program goals and specific program initiatives. It involves interacting with internal stakeholders across the organization as well as community partners. The successful candidate will provide a wide variety of administrative support to the portfolio and the various services under their purview this incumbent will also provide general departmental support. This position requires advanced administrative, computer and technical skills including MS 2010 software skills in order to produce documents spreadsheets and presentations used within and outside of the organization. It also requires strong written and verbal communication skills, ability to work within a team; truly partnering with those they support, this incumbent will act as an ambassador of the Department and Holland Bloorview. Key Responsibilities Project Management/Communication Skills Responsible for composing and editing correspondence, communications, presentations and other documents Acts as an ongoing liaison to communicate information to and from departmental and department staff Maintains confidential and/or sensitive information Participates in quality improvement initiatives, supports the maintenance of a safe and healthy work environment and advances a culture of client/patient safety through work and daily practices Coordinating ad]hoc projects and special assignments as directed Project Management Coordinates project-based work Reviews operating practices and implements improvements where necessary Computer and Technical Skills Collects, organizes, summarizes, edits and prepares complex reports and correspondence (i.e.; Occupancy Summary and weekly Census) Conducts some survey and internet research and is able to assemble and analyze data to prepare reports and documents Significantly skilled with MS Office Products: Excel, Word, Power Point, Visio and Outlook able to: Generate Excel spreadsheets with advanced formatting and filtering options. Knowledge of advanced macros an asset Create Word documents with advanced formatting and layouts. Ability to use mail merge and track changes Produce impactful customized PowerPoint presentations Ability to coach others to use MS Office software programs an asset Use enhanced MS Outlook calendar management options Creates and maintains data bases Ability to use and trouble-shoot with audiovisual equipment and other office equipment Administrative Skills Manages calendars, plans and schedules appointments and meetings Is the organizer and point person for several internal committees Arranges meetings and conferences, including distribution of data (prepares agenda, distributes minutes etc.), booking rooms, refreshments and travel arrangements Maintains time cards for the department Establishes office systems and routines and develops record keeping procedures Maintains office files, manuals and supplies Establishes filing and e-filing systems Reconciling corporate Visa accounts, preparing purchase orders and expense reports Registering participants for conferences and arranging travel Tracking professional development submission requests and approvals Interpersonal Skills Collaborates effectively in a team environment utilizing active listening skills Understands the organizational and program goals and has the ability to prioritize activities appropriately Well organized but flexible and able to adjust to fluid work activities Diplomatic utilizing a strength based framework when required Proactively solve problems with good attention to details Reliable Qualifications Graduate of a college program or equivalent Minimum of 5 years senior administrative experience A well cultivated critical thinker: Raises vital questions and problems, formulating them clearly and precisely Gathers and assesses relevant information Thinks open-mindedly within alternative systems of thought Communicates effectively with others in figuring out solutions to complex problems Proactive with exceptional project management skills, facility management experience an asset   About the Organization Holland Bloorview Kids Rehabilitation Hospital creates a world of possibility by supporting children and youth with disabilities, medical complexity, illness and injury. All of our work is guided by our strategic plan, Transformative Care, Inclusive World: Holland Bloorview 2030. The plan: https://strategicplan.hollandbloorview.ca/ To get a glimpse as to who Holland Bloorview is, we invite you to watch the Dear Everybody, This is Holland Bloorview video. Video: https://www.youtube.com/watch?v=kbp-WhflXXo&feature=youtu.be Holland Bloorview is committed to fostering a climate of inclusion, diversity, equity accessibility, and anti-racism (IDEAA). This commitment is central to, and mutually supportive of, our research excellence mandate. We welcome and respect the diversity of all members of our community and we seek to create an inclusive culture for our clients, families, research scientists, staff, participants, trainees, volunteers, trustees, and partners. To help in our journey towards fully reflecting the communities we partner with, we welcome and encourage applications from Black individuals and other racialized persons, Indigenous Peoples, women, persons with disabilities, LGBTQI2SA+ persons, and others who may contribute to further diversification of ideas within our community. Holland Bloorview is committed to fair assessment of a candidate's abilities, and consideration for diversity of thought, method, and experience, including non-traditional career paths. In accordance with the Accessibility for Ontarians with Disabilities Act, accommodation will be provided throughout the recruitment process to applicants with disabilities. Please notify us of any accommodations that you require by contacting humanresources@hollandbloorview.ca or 416-425-6220.   This position is currently not accepting applications. 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