Executive Assistant

4 months ago

Toronto, Canada Sinai Health Full time

Sinai Health is a leading academic health science centre with a provincial, national and international reputation for discovering and delivering life-changing care. Since 2015, we have provided excellent and compassionate care in hospital, community and home. Comprised of Mount Sinai Hospital, Hennick Bridgepoint Hospital, the Lunenfeld-Tanenbaum Research Institute and our system partner Circle of Care, we translate scientific breakthroughs, push boundaries for health solutions, and educates future clinical and scientific leaders.

We are looking for an Executive Assistant to provide confidential administrative support to the Vice President of Research at Sinai Health and Director of the Lunenfeld-Tanenbaum Research Institute (VP of Research/LTRI Director). The Executive Assistant will provide operational support and oversight for the research portfolios at Sinai Health under the responsibility of the VP of Research/LTRI Director.

This individual will have strong organizational and communications skills and the ability to make decisions within their mandate. This individual will help coordinate the expanded role of the LTRI Director and VP of Research and facilitate a large increase in faculty recruitment, strategic planning, and networking activities at Sinai. This individual will directly work for the office of the LTRI Director/VP of Research, and support the VP of Research and members of the executive team in their mission, coordinating meetings and calendars and serving as the primary point of contact between the VP of Research and other stakeholders. The Executive Assistant will work to coordinate different projects/tasks under the VP of Research purview, monitor project timelines and provide updates.

**Key Responsibilities**
- Provide a range of administrative duties such as organizing and maintaining a timely workflow of information, including confidential/sensitive material specific to portfolio
- Act as the VP of Research/LTRI Director’s office first point of contact for internal and external contacts to facilitate smooth, effective, and accurate information flows; balance priorities; respond to issues brought forward by leaders, staff, trainees, etc.; de-escalate complaints and refer to leadership staff for resolution
- Effectively manage the calendar of the VP of Research/LTRI Director, ensuring items are posted correctly to calendar and assessing for matters of urgency in a self-directed manner
- Coordinate and manage all details related to travel, including providing accurate travel document packages, expense report preparation for payment in a timely way, and reconciliation of monthly expenses to receipts and invoices
- Proactively draft agendas, internal and/or external memos, letters, documents and reports for approval
- Research and compile appropriate data for meetings, reports, projects, etc.
- Review incoming communications, identify appropriate action required, direct as appropriate, and monitor the issues for appropriate follow-up
- Orchestrate the smooth flow of daily activities, including coordinating meeting or special event materials, reports, presentations, handouts for internal and external meetings
- Participate and lead activities to complete special projects, assignments and/or reports in cooperation utilizing project management methodology where appropriate
- Facilitate efficient and effective operations by establishing, implementing and ensuring appropriate systems are in place to enable work activities to flow smoothly. Identify, analyze and recommend process changes to streamline and improve administrative workflow
- Support committees, including Research Committee of the Board and executive committees, by serving as recording secretary and arranging logistics
- Manage production and distribution of material for Research Committee and Executive Committee meetings.
- Provide support to the Research/LTRI Director direct reports and other members of the team as needed
- Develop and maintain organized paper and electronic filing systems; maintain records; locate files, documents, and other information
- Maintain corporate manuals, policies, and procedures, and produce documents for various audiences.
- Support creation of presentations, reports, and other documents, as needed.
- Job Requirements- Undergraduate degree in business administration, healthcare administration, or related field
- A minimum of 3-5 years of experience at a senior administrative assistant role
- A minimum 3 years of experience in project management, facilitation, organizational development and process improvement is strongly preferred
- Ability to critically analyze and summarize information both accurately and effectively in a timely manner
- Highly developed judgement and initiative in analyzing issues, ability to solve problems and propose recommendations where solutions require some creativity and sensitivity
- Advanced proficiency with office software, specifically Microsoft Office, the intern

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