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Executive Assistant

2 weeks ago

Toronto, Canada UHN Foundation Full time

**Temporary Full-Time (20 month contract)**

**About us**

UHN Foundation raises funds for research, education and the enhancement of patient care at Toronto General Hospital, Toronto Western Hospital and Toronto Rehabilitation Institute as well as their respective research arms (Krembil Research Institute, McEwen Stem Cell Institute, Toronto General Hospital Research Institute and KITE) and the Michener Institute of Education at UHN. The Hospitals and the Research Institutes are members of University Health Network (UHN), which also includes Princess Margaret Cancer Centre. UHN is a major landmark in Canada´s healthcare system and a teaching hospital of the University of Toronto. Building on the strengths of this remarkable hospital network, the organization brings together the talent and resources that make it an international leader in healthcare. Toronto General Hospital was named one of the 10 best hospitals in the world in a global ranking. Additionally, for the ninth year in a row, UHN is ranked #1 in the list of Canada’s Top 40 Research Hospitals. The Foundation´s vision and mission is to enable global leadership and innovation in health by developing strong relationships with UHN stakeholders. We are committed to supporting UHN's vision to create a healthier world by embodying our values of excellence, integrity, accountability, collaboration and a donor-centric approach.

**Position summary**

The role of the Executive Assistant to the Senior Vice President and Chief Development Officer (SVP & CDO) will provide support for the effective operations of the Advancement department providing complex and confidential administrative, analytical, research and project management duties. The EA is responsible for the day-to-day operations of the office of the SVP & CDO including calendar coordination, correspondence, meeting preparation and recording, as well as any administrative tasks to ensure the office operates in an effective, efficient and well-organization manner. The role requires considerable confidentiality, initiative, tact, and mature and independent judgment.

**Responsibilities**
- Excellent interpersonal skills and consistently displays professionalism and a positive attitude.
- Excellent written and verbal communication skills.
- Advanced knowledge of office procedures and proficiency with the Microsoft Office suite of products.
- Extremely professional and experienced working with complex and confidential issues.
- Superior organizational and time management skills.
- Ability to manage multiple tasks and provide assistance to multiple individuals.
- Responsible, dedicated and highly motivated.
- Demonstrated initiative and the ability to work independently and within a team environment.
- Able to work with mínimal supervision, produce accurate work and ensure established deadlines are met.

**Accountabilities**
- Manage the SVP & CDO’s calendar and schedule meetings including recurring meetings with direct reports, meeting preparation time, follow up, and protected time for the completion of specific tasks.
- Prepare the SVP & CDO for internal and external meetings including preparing meeting materials, room bookings, and Zoom/MS Team meetings.
- Effectively liaise with the CEO’s administrative team for timely and effective sharing of materials and reports.
- In collaboration with the SVP & CDO, proofread documents and meeting materials prior to distribution.
- Provide administrative and operational support at team and leadership meetings as needed including the scheduling of monthly meetings, coordination of meeting materials and follow up on decisions, action items determined at each meeting and tracking of the accomplishment of assigned tasks between meetings.
- Assists SVP & CDO and other members of the Advancement Team on special projects
- Prepare meeting materials, briefing documents and information packages as needed
- Assist in the review and/or preparation of monthly reports, financial receipts, expenses, and other operational documents as needed.
- Initiate and track requests for writing and research, as needed.
- Data-entry, filing and prospect information management, as needed.
- Developing, organizing and maintaining electronic and paper information filing/retrieval methods, systems, and formats.
- Other duties as assigned which are consistent with job classification.

**Experience**
- Post-secondary education or equivalent experience.
- Minimum of 5 years’ experience in providing senior administrative support.
- Excellent attention to detail and accuracy.
- Exceptional relationship building and interpersonal skills.
- Exceptional written and verbal communication skills.
- Strong organizational and analytical skills.
- Evidence of leadership and initiative, tact, diplomacy and maturity.
- Demonstrated ability to collaborate with colleagues and senior volunteers.
- Unquestionable integrity, sense of judgement and absolute discretion with confidential and sensitive i