Executive Assistant

4 weeks ago

Toronto, Canada Holland Bloorview Kids Rehabilitation Hospital Full time

**Overview**

Holland Bloorview Kids Rehabilitation Hospital is Canada’s largest pediatric rehabilitation hospital. This role provides executive level administrative support and project coordination for the Chief People and Culture Officer and the Vice President Experience, Transformation & Social Accountability. This role has significant breadth, scope, and responsibility. This incumbent will act as an ambassador for the People and Culture and Experience, Transformation & Social Accountability departments as well as Holland Bloorview.

**Key Responsibilities**

Executive Level Administrative Support
- Responsible for the day-to-day activities of the Chief People and Culture Officer and Vice President Experience, Transformation & Social Accountability offices including scheduling and maintaining the appointments, organization of meetings and materials, and assisting with work flow and follow up
- Provides administrative support, including prioritizing and distributing correspondence, preparing and drafting confidential correspondence and reports, maintaining related files, coordinating and scheduling senior level recruitment initiatives, preparing PowerPoint slides for presentations, greeting visitors and providing telephone support
- Provides administrative support to the Occupational Health and Wellness Team as required
- Coordinates the annual “Salute and Celebrate” Service recognition event and the Employee Retirement Gift Program, including negotiation with vendors
- Arranges for Bereavement donation to charity on behalf of the organization
- Administers Holland Bloorview’s on-the-spot recognition program “Spotlight”
- Administers the People and Culture, Experience, Transformation and Social Accountability, and Occupational Health department Payroll time sheet process
- Process invoices for payments and maintains the departments’ Accounts Payable system
- Processes orders such as the ordering of books, manuals, training materials, booking conferences for staff as well as maintaining department office supplies and equipment
- Assists in organizing, planning and completing special projects as assigned
- Coordinates the Senior Administrator-On-Call schedule and communication
- Provides some relief coverage for department reception duties in conjunction with department staff and supports department staff as required
- Acts as an active member and administrative support for several committees within the hospital e.g. minute taking, scheduling, agenda development etc.

Department/Project Coordination
- Manages administrative functions for the hospital’s Quality Committee of the Board i.e. minute taking, in-meeting support, partnering to prepare and communicate agenda and pre-meeting package.
- Co-owns (with the HR Assistant) the maintenance of an up-to-date filing system.
- Provides occasional administrative support to the hospital’s Quality, Safety & Performance team as needed
- Oversees the completion of the annual file retention process (i.e. pulling previous year’s terminated files from the active files cabinet, cataloging for offsite storage/microfiche, purging).
- Monitors the action form (AF) inbox and directs AFs by type to Total Rewards Specialist, P&C Assistant, and/or Payroll, as needed.
- Completes references and assists with the scheduling of interviews in collaboration with the HR Assistant.
- Assists in the generation of employee letters, as needed
- Performs other duties as assigned

**Qualifications**
- Minimum of 5 years senior administrative experience in a healthcare environment preferred or equivalent experience
- Graduate of a college program or equivalent, a post-secondary education in Human Resources Management preferred
- Curiosity and interest to work in a childhood disability setting
- Able to work independently as well as possess a strong sense of “team” approach
- Able to work in a fast paced environment with frequent interruptions
- A well cultivated critical thinker:

- Raises vital questions and problems, formulating them clearly and precisely
- Communicates effectively with others in figuring out solutions to complex problems
- Proactive with exceptional project coordination skills
- Strong organizational skills and event planning experience
- High level of attention to detail
- Significantly skilled with MS Office Products: Excel, Word Power Point Visio 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
- Use enhanced MS Outlook calendar management options
- Ability to use and trouble-shoot with audiovisual equipment

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