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Title

Senior Executive Assistant, President and Corporate Governance 

Category Administrative and Clerical  
Req Number ADM-19-00020  
Department Administration 

Work type Regular Full-time 

Grade Grade 6 ($32.06/hr to $40.14/hr) 

FTE 1.0 

Posting Close Date 09/30/2019 

Description

The Senior EA's role has two distinct buckets of responsibilities. (1) The Senior EA is the key administrator of the Office of the President & CEO ('CEO') and personal 'right hand' to the CEO ensuring that the CEO can function effectively by bringing a high level of professionalism, organization, attention to detail, diplomacy, discretion, pro-active anticipation of needs, exceptional communication abilities and leadership to the role. The Senior EA provides confidential senior administrative support to the CEO; arranges meetings (and manages the extremely busy calendar of the President and CEO) anticipating needs and ensuring that the CEO is well-prepared for meetings and events (e.g. speaking notes or presentations prepared, briefing materials available in advance etc.); prepares correspondence; prepares presentations from content provided by the CEO. The Senior EA acts as a liaison to members of the Board of Trustees and the senior management team; answers inquiries or directs them to the appropriate person from clients and families (demonstrating the value of client and family centered care), donors, senior government officials, partner organizations and external stakeholders; reviews, answers or re-directs incoming correspondence; performs secretariat function for a variety of internal and external committees including preparing agendas, distributing materials and taking and drafting minutes; liaising with external consultants; initiating projects as required and working on a variety of other President & CEO initiated projects as needed (e.g. strategic planning). (2) The Senior EA is responsible for corporate governance and is the recording secretary of the Board of Trustees and the Governance Committee of the Board. Prepares Board annual work plan working with offices of the vice-presidents that support committees of the Board and the office of the CEO of the Holland Bloorview Kids Rehabilitation Hospital Foundation; prepares agendas for all Board meetings; acts as recording secretary for the board; provides governance information and ensures that Board respects its own policies, procedures and By-laws of the corporate; pro-actively stays abreast of healthcare governance trends and new legislative and regulatory requirements including through relationships with other hospital governance offices; supports recruitment process for new Board Trustees (directors); provides administrative support to the Chair of the Board.

KEY RESPONSIBILITIES

  • Act as Team Leader for the Executive Assistants in Senior Administration by organizing and leading regular meetings to discuss pertinent issues and/or upcoming activities, troubleshooting, and coordinating coverage during times of high volume of work or absence, initiating project co-ordination as appropriate during high volume periods.
  • Supervise Executive Administrative Assistant including channeling of work and ensuring completion of tasks in a timely manner; Conduct Executive Administrative Assistant's performance evaluation
  • Organize regular meetings pro-actively and as directed by the President and CEO by producing the agenda and package, taking the minutes of the meeting, listing actions for follow-up, performing requested background research, etc
  • Participate in all recruitment activities for Executive Assistants to members of the Senior Management Team - resume screening, participation on interview panels, leading onboarding activities
  • Manage budget for President's Office by preparing annual budget based on historical data working with the Chief Financial Officer and with final input from the CEO ensuring expenditures are covered by the budget, monitoring statements and keeping the President & CEO apprised of any issues throughout the year.
  • Serve as the President's administrative liaison to the Board of Trustees, attend all regular Board of Trustees meetings and Annual General Meeting;
  • Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings, minute taking and updating of board policies
  • Coordinate all Senior Management Team and Board of Trustee Retreats including booking of off-site venue, preparation of agendas and supporting materials.
  • Maintain accurate and accessible filing system for President's Office including Agreement's Binder
  • Schedule all update meetings with direct reports to the President & CEO
  • Assist with the organization of periodic reviews and/or senior level recruitment for the President & CEO
  • Coordinate visits to Holland Bloorview by external stakeholders/professionals/Ministry and Government officials; coordinate meetings with Ministry and government officials
  • Maintain extremely complex calendar for the President & CEO ensuring an understanding of all external commitments and governance responsibilities
  • Provide administrative assistance to all members of the Senior Management Team when required
  • Assist with all activities, committees, staff events, consultation sessions, etc. related to the strategic plan
  • Perform additional duties including participating on internal committees, providing back-up for other committees and any other projects as required

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES

  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including employees, board members, external partners and donors
  • Expert level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Highly resourceful, calm, team-player, with the ability to also be effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands juggling different time horizons, and demonstrate the highest level of client service
  • Ability to use judgment to represent the President & CEO with a high degree of initiative, independent action and confidentiality
  • Advanced knowledge of Microsoft Office Suite (e.g. Word, PowerPoint, Excel, Outlook)
  • Demonstrated experience working with a board of directors
  • Bachelor's degree preferred with 5-7 years' experience supporting C-level executives, preferably in a hospital, public or broader public sector organization
 
About the Organization Join a world of possibility! Holland Bloorview Kids Rehabilitation Hospital creates a world of possibility by supporting children and youth living with disability, medical complexity, illness and injury. Holland Bloorview is a top 40 Canadian research hospital that is fully affiliated with the University of Toronto and serves over 7,500 families annually. Providing both inpatient and outpatient services, Holland Bloorview is renowned for its expertise in partnering with clients and families to provide exceptional care and is the only organization to ever achieve 100 per cent in two successive quality surveys by Accreditation Canada.

Holland Bloorview has won numerous awards including Greater Toronto's Top Employers, Canada's Top Employers for Young People and Canada's Most Admired Corporate Cultures. We offer an inspiring, innovative, and collaborative work environment with competitive compensation and benefit packages and programs that support ongoing learning and professional growth.

Holland Bloorview Kids Rehabilitation Hospital is a fully affiliated teaching hospital of the University of Toronto and is committed to fostering a climate of equity and diversity and welcomes and respects the diversity of our clients, families, staff, trainees, volunteers, trustees and partners. As part of our commitment to fair and equitable recruitment and selection practices, we encourage applications from racialized persons, women, Indigenous/Aboriginal People of North America, persons with disabilities, LGBTQ persons, and others who may contribute to the further diversification of ideas within our community.

Interested applicants are invited to submit their application by pressing the "Apply" button near the top of this page. Should you require accommodation during any stage in the recruitment process, please contact Human Resources at humanresources@hollandbloorview.ca or 416-425-6220.  

This position is currently accepting applications.

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