Executive Assistant

1 month ago

Toronto, Canada Holland Bloorview Kids Rehabilitation Hospital Full time

Join us in building a world of possibility Holland Bloorview Kids Rehabilitation Hospital is Canada's largest pediatric rehabilitation hospital. We are a top 40 Canadian research hospital that is fully affiliated with the University of Toronto, and we serve over 8,500 families annually.

Our vision is to support the most meaningful and healthy futures for all children, youth and families. Providing both inpatient and outpatient programs and 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 three 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, inclusive, innovative, and collaborative work environment with competitive compensation and benefit packages and programs that support ongoing learning and professional growth.

The Position

This Executive Assistant position supports the Senior Director, Ambulatory Care and their oversight of the Child Development and Participation & Inclusion Programs as well as the Operations Manager, Dental, Orthotics and Prosthetics 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 the Ambulatory Care 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 the continualimprovement in 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

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