Executive Assistant

3 weeks ago

Toronto, Canada St. Michael's Hospital Full time

Unity Health Toronto is a leading hospital network in Toronto with a legacy of providing compassionate, excellent care to our communities. Our organization, which includes St. Joseph’s Health Centre, St. Michael’s Hospital and Providence Healthcare, serves patients, residents and clients across the full spectrum of care while investing in world-class research and education.

Do you have the skill and drive to join us in our mission of providing best care experiences, created together?

**Communications and Public Affairs Team**

The Communications and Public Affairs team is a group of communicators, media and social media advisors, web programmers, photographers and graphic designers. We’re also a fun, collaborative group of individuals who support each other in our work and are always ready to pitch in to help a colleague. Together, the team is responsible for reputation management, internal and external communications, issues and crisis communication management, branding, media relations, digital media, government and stakeholder relations and community engagement. The department also works collaboratively with the network’s two foundations.

**Executive Assistant, Communications**

The primary role of an executive assistant to the Vice President (VP) is to provide a wide range of executive level administrative support functions ranging from coordination of information flow integral to the office, accurate and timely delivery of senior level administrative services such as preparation of briefs, reports, presentations and correspondence; provision of support to internal committees that report to the vice president; briefing the vice president on relevant and current organizational, portfolio and executive level issues based on the understanding and awareness of priority initiatives and activities. The executive assistant provides proactive support as the face and voice of the business office, the first point of contact for the Corporate Communications & Public Affairs department for internal staff and executives, vendors, peer hospitals, government agencies and the public’s general questions, requiring a keen sense of tact, diplomacy and strong customer service.

**Activities**:

- Provides executive support to the Vice President in a one-on-one working relationship to ensure the effective operation of the executive office;
- Serves as the external facing point for the Corporate Communications & Public Affairs department
- Serves as the external facing point for the executive office; acts as a conduit between the vice president and all levels of internal and external stakeholders and contacts;
- Provides leadership to build relationships crucial to the success of the organization;
- Responds to and facilitates resolution of critical situations referred to the executive office, often managing sensitive and/or confidential information and disseminates and exchanges highly confidential material with discretion, tact and diplomacy;
- Coordinates and maintains electronic calendar/schedule for the vice president by anticipating and leveraging requirements, priorities and needs of the busy executive and provides necessary appointment logistics, pertinent information and contact requirements;
- Document preparation & dissemination: Composes, designs, edits and processes a variety of reports, briefing notes, correspondence, newsletters and presentations shared with all levels of internal and external stakeholders;
- Coordinates travel for the vice president including air and hotel arrangements, ground transportation, appropriate itineraries and reservations as well as meeting preparation (i.e. presentations, documentation, logistics, etc.);
- Performs activities to facilitate and coordinate streamlining of workload and processes; initiates process improvement and other activities to ensure the efficient operation of the office and/or department;
- Performs other administrative office duties such as maintaining various hard files and electronic records; photocopying; faxing; and mailing and maintain office equipment and supplies; troubleshoots system/technical problems ensuring a smooth running of executive office routines; and support for the department administrative functions.

Other duties more specific to the office of the particular Vice President supported, as may reasonably be assigned.

**Knowledge & Skills**
- Strong work tenure: 5 to 10 years of experience supporting C-Level Executives, preferably in a multi-site organization.
- Undergraduate Degree.
- Healthcare experience required.
- Experience and interest in internal and external communications (both oral and written), partnership development.
- Demonstrated initiative, a high degree of accuracy and attention to detail, and the ability to handle and prioritize numerous complex tasks simultaneously.
- An exceptionally high standard of professionalism, confidentiality, and discretion is required.
- Senior professional administrator with the a

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