Executive Assistant

The Sunnybrook Department of Psychiatry Partnership is currently recruiting for talented Executive Assistant for our midsized medical practice.

Are you an Executive Assistant with five to seven years of experience, preferably in a medical setting? Do you have a passion for quality and can you juggle multiple priorities? If so, this might be the right role for you.

Note: We are a fully COVID vaccinated workplace unless a bonafide exemption exists.

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KEY DUTIES:

- Functioning as the primary contact and liaison, responding to inquiries from staff, patients, and the public
- Communicating official memos on behalf of the Chief
- Organizing and support of program related meetings, including but not limited to the program council, monthly medical staff meetings, and quality improvement meetings.
- Drafting agenda/meeting materials, taking accurate complex meeting minutes, other administrative support as requested, coordinating the logistics and distributing the materials
- Assisting with Psychiatry schedules and events in collaboration with the manager of the Psychiatry department
- Researching and compiling appropriate data for reports, projects, and assisting with PowerPoint presentations. Creating, gathering, and proofreading documents
- Assisting with organization of conferences and educational events
- Assisting with physician meetings including faculty annual review scheduling, managing sensitive personnel files and keeping up-to-date records
- Managing calendar including directing and proactively coordinating daily priorities, appointments, tasks and deadlines.
- Reviewing all incoming tasks and documents, determining priority and following up in a timely manner to resolve problems and ensure communication to stakeholders
- Establishing and maintaining a central electronic and/or paper-based filing system for external, internal and archival information, also updating files, database, records and other documents
- Provide coverage in the absence of the department manager
- Scheduling and effectively managing of outpatient clinics for multiple physicians/ residents/ fellows/physician assistants/ medical students using Outlook, scheduling software, patient registration system and EMR
- Responding by phone to patient or family questions or concerns
- Flexibly completing duties as assigned by the Chief or manager when needed

QUALIFICATIONS/SKILLS:

- Undergraduate degree in a related discipline or minimum 5 years’ experience at an executive level. Academic or community hospital experience is preferred
- Proven success in providing superior customer service and support in a busy, demanding environment
- Ability to function with limited direction and able to work independently using initiative and good judgment
- Strong analytical and problem-solving skills
- Demonstrated excellence in drafting communications, documents and presentations
- Advanced knowledge of MS Office, SharePoint, Zoom, OTN and other business tools and technologies
- Demonstrated initiative, accuracy, leadership and meticulous attention to detail
- Demonstrated judgment, tact, discretion and ability to handle complex matters of a sensitive and confidential nature
- High emotional intelligence and interpersonal skills in order to manage patients who are in distress or conflict between faculty
- Ability to organize a heavy and fluctuating workload in a changing environment
- Ability to work under pressure and to meet deadlines

Please note: This is a Sunnybrook Psychiatrists “the Partnership” opportunity, and not a Sunnybrook hospital opportunity

We are committed to promoting accessible recruitment as outlined in the Accessibility for Ontarians with Disabilities Act. We will attempt to accommodate persons with a disability in an appropriate and effective manner throughout all stages of the recruitment process. Accommodations will be provided upon request.

We are committed to inclusion and diversity within its community and welcomes all applicants including but not limited to: visible minorities, all religions and ethnicities, persons with disabilities, LGBTQ persons, and all others who may contribute to the further diversification of ideas.