Share Email Opening Title Executive Assistant   Category Administrative and Clerical   Req Number ADM-20-00010   Open Date 9/15/2020   Number of Openings 1   Department Administration  Work type Temporary Full-Time  Grade Grade 4 ($26.27/hr to $31.40/hr)  FTE 1  Posting Close Date 09/30/2020  Description This Executive Assistant position supports the Vice President Programs & Services and Chief Nursing Executive as well as the Senior Director, Ambulatory Care and their oversight of the Child Development and Participation & Inclusion Programs. They will also provide administrative support to the various leadership, staff and services under these programs. Key Responsibilities Is knowledgeable about the organization and acts as an information resource Responds to confidential, complicated and routine inquiries using tact, sensitivity and advanced questioning and problem-solving skills Answers inquiries on behalf of the leadership and disseminates detailed information as instructed Is knowledgeable of legal requirements regarding the retention and release of information, and the archiving of information Liaises closely with leadership and employees and other professional staff on behalf department leadership On behalf of the leadership, interacts with various external agencies and stakeholders, e.g. provincial, federal and international granting agencies, prospective donors, scientists/faculty/administrators from other hospitals/universities, industry leaders, administrative leaders at the University of Toronto and other academic partners Manages calendars, plans and schedules appointments and meetings , Outlook calendaring expertise is a necessary skill-set Collects, organizes, summarizes, edits and prepares complex reports, and correspondence Arranges meetings and conferences including; distribution of data (prepares agenda, distributes minutes etc.), booking rooms, refreshments, registration and travel arrangements Assists with budget and expenditure reporting and monitoring Responsible for composing and editing correspondence, communications, presentations and other documents Establishes office systems and routines and develops record keeping procedures; maintains office files, manuals and supplies and an accurate and easily accessible filing system - both paper and electronic based Conducts some survey and internet research and is able to assemble and analyze data to prepare reports and documents Coordinates project-based work and prepares reports Reviews operating practices and implements improvements where necessary Participates on committees as requested and/or voluntarily as appropriate Enters Team Payroll in Meditech Takes initiative and participates to contribute to quality improvement within the program and services, supports the maintenance of a safe and healthy work environment and advances a culture of client/patient safety and integrated care through work and daily practices Other duties as assigned Qualifications Graduate of a college program or equivalent Minimum 5 years’ experience supporting senior healthcare leaders Seasoned administrative professional with enhanced calendar management expertise 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 and takes initiative with others in figuring out solutions to complex problems Proactive with exceptional project coordination skills Strong organizational skills High level of attention to detail Works collaboratively within a team environment Significantly skilled with Microsoft Products: Excel, Word Power Point 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 Ability to use and trouble-shoot with audiovisual equipment   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: