Share Email Opening Title Executive Assistant- Senior Administration  Category Administrative and Clerical   Req Number ADM-20-00007   Open Date 5/29/2020   Number of Openings 1   Department Administration  Work type Temporary Full-Time  Grade Grade 4 ($26.27/hr to $31.40/hr)  FTE 1.0  Posting Close Date 06/14/2020  Description The executive assistant provides a wide variety of administrative support for the president’s office and the office of the vice president, communications, marketing and advocacy as well as other senior leaders as needed. The executive assistant acts as a public face for senior management while handling duties with discretion and confidentiality as needed. The successful candidate will join an award-winning culture while supporting Holland Bloorview in its vison to create the most meaningful and healthy futures for all children, youth and families. Responsibilities: President’s office support Supports senior executive assistant with the scheduling of meetings and appointments for the president and CEO Assists senior executive assistant with travel arrangements as requested Attends monthly board of trustees meetings and retreats and assists with technology setup, ordering of catering and production of handout material Gathers reports and documentation for distribution of meeting packages On behalf of the president’s office, interacts with various external agencies and stakeholders, e.g. Ministry of Health & Long Term Care, Ontario Hospital Association, University of Toronto, etc. Liaises closely with the senior management team, program/service directors and other professional staff as required. Coordinates agendas for all senior management team meetings (includes call for agenda items on a weekly basis, coordinates the receipt of briefing notes from each invited speaker, tees up all slide decks and/or handouts for each meeting, and keeps track of all action items and future agenda items) Monitors vacation/away schedule for the senior management team Communications and public engagement support Manages calendar, schedules appointments and meetings for the vice president, communications, marketing and advocacy Answers inquiries on behalf of the vice president, communications, marketing and advocacy and disseminates detailed information as instructed Assists with presentation preparation, speaking notes and correspondence Coordinates events organized by the communications and public engagement team including the all-staff meeting, team meetings and events with community partners Processes invoices and expenses Arranges tours/visits, etc. for a variety of VIPs including government officials Provides support for internal and external committees as requested i.e. recording and transcribing accurate, detailed minutes, follow-up on action items, scheduling of participants, room bookings, ordering of catering, etc. General administration Follows and supports the organization’s policies and procedures Completes day-to-day assignments, special projects, etc. within a specific timeframe, adjusting priorities and workload as required Responds to confidential inquiries using tact and sensitivity Provides assistance and support to other staff when requested, i.e. technology troubleshooting Orders office supplies, submits action forms, books meeting rooms and equipment and orders catering as requested Produces professional documents and presentations Reviews, answers and re-directs incoming correspondence Inputs time card information for president’s office and communications and public engagement team Maintains an accurate and easily accessible filing system - both paper and computer based Is knowledgeable about the organization and acts as an information resource Interacts professionally, in a helpful manner Deals efficiently and effectively with emergency calls and situations Conducts internet searches on a variety of topics as required 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. Participates on committees as requested and/or voluntarily as appropriate Supports other administrative assistant team members during vacations, absences and/or during periods of peak activity Qualifications: Graduate of a secretarial/administrative assistant program at college level with minimum of three years of applied work experience Committed to client/family centred care and is sensitive to client/family/disability issues Demonstrated team player with ability to work effectively with staff from all levels of the organization Ability to work with minimal direction and supervision Detail oriented with work being produced accurately and within the required timeline Ability to work with frequent interruptions Takes initiative, is resourceful and creative Demonstrates effective interpersonal skills Possesses time management, event management and prioritizing skills Demonstrated capacity to learn about hospital processes, people, equipment and procedures. Proficient with Microsoft Office Programs i.e. Word, Excel, Outlook, PowerPoint Accurate keyboarding skills at an advanced level Excellent language and composition skills Records accurate and detailed minutes of meetings   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. To search for an open position, please go to http://hollandbloorview.appone.com WE ALSO RECOMMEND Other Jobs Within Same Category Executive Assistant - Ambulatory Care in Toronto, ON Posted on: 4/16/2024 [Apply Now] Other Jobs Within 60 Miles -- None found -- Follow us See who works here: