Executive Assistant I

2 weeks ago

Toronto, Ontario, Canada University Health Network Full time
Job Posting #912372

Position:
Executive Assistant I

Site:
Toronto General Hospital

Department:
Pharmacy

Reports to:
Senior Director

Hours: 35 hours per week

Status:
Temporary Full-Time (Approx. 1 year)

University Health Network (UHN) is looking for an experienced professional to fill the role of
Executive Assistant I, Pharmacy.

  • Transforming lives and communities through excellence in care, discovery and learning._


The University Health Network, where _"above all else the needs of patients come first"_, encompasses
Toronto Western Hospital, Toronto General Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute and the Michener Institute of Education at UHN.

The breadth of research, the complexity of the cases treated, and the magnitude of its educational enterprise has made UHN a national and international resource for patient care, research and education.

With a long tradition of groundbreaking firsts and a purpose of _"Transforming lives and communities through excellence in care, discovery and learning"_, the University Health Network (UHN), Canada's largest research teaching hospital, brings together over 16,000 employees, more than 1,200 physicians, 8,000+ students, and many volunteers.

UHN is a caring, creative place where amazing people are amazing the world.

POSITION:


As an integral member of UHN, the
Executive Assistant I, Pharmacy exercises decision making capabilities, considerable judgment and independence to coordinate complex administrative and secretarial support services for executive personnel, including: coordinating and maintaining written and/or electronic calendar/schedule for assigned personnel; coordinating organizing or planning meetings/events; providing direct supervision for assigned personnel; monitoring and analyzing departmental initiative/event budgets; utilizing advanced functions to provide word processing/typing services to facilitate the production of complex documents/materials; ensuring efficient and effective operation of the office; organizing and maintaining electronic and/or paper information filing/retrieval system(s); performing clerical support functions; performing cross-functional responsibilities, as required; performing other duties consistent with the job classification, as assigned.


KEY RESPONSIBILITIES:

  • Understanding the continuously changing priorities of the executive personnel
  • Communicating effectively, developing and fostering relationships with senior level individuals and their support teams
  • Liaising with Executive/Professional staff to obtain and/or provide information, communicating with support staff to clarify responsibilities, interpret appropriate policies, etc.
  • Communicating with representatives of external agencies, organizations or governmental bodies to exchange information
  • Leveraging strong technical abilities on outlook to manage key individuals calendars and schedules
  • Taking ownership for the set up and execution of key events and meetings, including Corporate/External meetings/events (minutes, budget, travel, equipment, etc)
  • Leveraging strong technical business writing capabilities to develop and deliver internal and external proposals, packages and other materials
  • Leveraging extremely strong technical computer skills to create presentations/materials for executive meetings
  • Providing guidance and direction to other administrative support staff

QUALIFICATIONS:

  • Completion of Grade XII or recognized equivalent required
  • Completion of recognized business or medical post secondary Executive Assistant I program (3 year program) at the diploma level required
  • Five (5) years related secretarial experience at a senior level required
  • Extensive onthejob computer/word processing, database and spreadsheet software required
  • Previous supervisory experience preferred
  • Experience working in a healthcare environment as asset
  • Vaccines (COVID19 and others) are a requirement of the job unless you have an exemption on a medical ground pursuant to the Ontario Human Rights Code
ADDITIONAL SKILLS/ABILITIES

  • Excellent organizational and time management skills required
  • Excellent interpersonal and customer service skills required
  • Excellent verbal and written communication skills required
  • Very strong ability to prioritize workload and strong problem solving skills required
  • Ability to produce superior quality work in accordance with Hospital standards required
  • Ability to maintain confidentiality and ability to work in self directed manner required
  • Ability to work well under pressure and use good judgment is assessing difficult situations required
  • Extensive knowledge of administrative, organizational/office practices, procedures and standards required
  • Knowledge of medical terminology as asset

Posted Date:
January 12, 2023

Closing Date:
Until Filled
For current UHN employees, only those who have successfully completed their probationary period, have a go

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