Executive Assistant I

2 weeks ago

Toronto, 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 on-the-job computer/word processing, database and spreadsheet software required
- Previous supervisory experience preferred
- Experience working in a healthcare environment as asset
- Vaccines (COVID-19 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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