Administrative Assistant I

3 months ago

Toronto, Canada Women's College Hospital Full time

Women's College Hospital (WCH) is an academic, ambulatory care hospital in Ontario with a focus on health for women, health equity and health system solutions. If you're ready to be part of a team that is revolutionizing the future of healthcare, then you will want to join an institution where the possibilities for innovation, new discovery and system thinking are limitless. Women's College Hospital is committed to equity, quality and patient safety as key professional values and essential components of daily practice.

With the mobilization of our 2018-2022 Strategic Plan, WCH has entered an exciting phase of its history - strengthening its bond with partners and introducing a new and inspiring vision: Healthcare revolutionized for a healthier and more equitable world.

**FOR EXTERNAL APPLICANTS ONLY**:As a condition of employment, you are required to submit proof of full COVID-19 vaccination to the Hospital’s Occupational Health, Safety & Wellness department. Applicants must be legally eligible to work in Canada and reside in Ontario.

Women’s College Hospital is seeking two (2) permanent full-time Administrative Assistants I. Each Administrative Assistant I will be responsible for supporting a group of five (5) Directors. The incumbent will need to effectively communicate with both internal and external stakeholders, as well as be able to work independently with mínimal supervision.

The Administrative Assistant I will need to effectively manage all commitments in a corporate environment.

**Summary of duties**:

- Coordinate and manage electronic calendars.
- Schedule meetings, activities and support monthly meetings.
- Book rooms, order food, prepare draft agendas, notify guests, prepare minutes, and follow up action items in a proactive and forward-thinking manner.
- Receive and review documents for leadership signature.
- Collect data and prepare reports as required including Strategic Report(s); Annual Review(s) etc.
- Keep a schedule of deadlines and ensure deadlines are met.
- Track and arrange for payment of all bills and invoices: fill out reimbursement forms; follow up with finance to ensure payment completion, inclusive of establishing Purchase Orders (PO’s) and leading the co-ordination, routing, follow-up and administration of DocuSign records.
- Prepare correspondence drafts; proofread letters and reports; prepare power-point presentations as needed.

As a role model and champion you will work to identify and integrate safe, best practices into daily activities to foster the delivery of safe and exemplary care.

The responsibilities described above are representative and are not to be construed as all-inclusive.

**Qualifications**
- Two (2) year college diploma in an Administrative Program
- Up to three (3) years of proven experience providing support to Directors/Administrators, in an academic or hospital environment is perfered
- Advanced skills in MS Office (Word, PowerPoint, Excel, Outlook)
- Experience with DocuSign
- Front line experience providing administrative support to committees including taking minutes.
- Exceptional communication and interpersonal skills, including the ability to concisely process, synthesize and verbally communicate in an efficient manner.
- Exceptional proof-reading skills and attention to detail required.
- Must have initiative, diplomacy and tact; experience dealing with highly sensitive and confidential matters is required.
- Exceptional organizational skills sufficient to prioritize and complete assignments and projects independently, while balancing competing needs and attending to detail.
- Demonstrated record of good performance and acceptable attendance will be considered as part of the selection criteria.
- Professional behaviour and communication that meets the standards of the professional regulatory college or association, as applicable, and the standards of Women’s College Hospital.
- This position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe environment for all.

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