Executive Assistant

One of Canada's Best Diversity Employers and Greater Toronto's Top Employers for many consecutive years, William Osler Health System (Osler) provides a safe and supportive health care network to grow your career. Osler is nationally recognized for its commitment to patient safety and is Accredited with Exemplary Standing, the highest rating a Canadian hospital can receive. As a major Ontario hospital system, and home to some of the biggest specialty and emergency departments in the country, Osler serves the 1.3 million residents of Brampton, Etobicoke and surrounding communities. We are proud to offer you incredible exposure to best-in-class health care delivery and challenging hands-on opportunities to stay at the top of your game.

A hospital system built for and by the community, we continue to expand our services to meet the needs of a growing population, creating opportunities for increased hands-on skills development, cross-department training and promotional opportunities. Guided by our accomplished senior leadership team, together we are driving our vision of patient-inspired health care without boundaries.

At Osler, we invest in careers that go beyond where health care professionals like you can achieve their goals and find deep personal and professional fulfillment. Join our team today

The Executive Assistant provides administrative support to the Associate Vice-President, Clinical Practice, Quality and Academics (AVP); Manager, Quality and Patient Safety, and team; Manager, Clinical Practice, (professional practice leaders and nurse educators) and team; and Manager, Allied Health. This position is also responsible for the coordination of the complaints process with the various regulatory and professional colleges.

Accountabilities:

- Manage the AVP’s schedule and initiate the rescheduling of meetings to address urgent situations
- Create and format documents, reports, spreadsheets, presentations, compose correspondence, manage databases using office software, publish software and digital graphics
- Prepare standard forms and program or department templates or reports and related information for decision making purposes
- Conduct background research, internet searches, compile data and prepare reports as requested
- Develop and maintain paper and electronic filing systems, including filing of confidential information as well as any documentation secondary to the regulatory and professional complaints process
- Assist and respond to public inquiries and complaints about the program or department, including coordination or responses to complaint investigation as required
- Process finance expense forms and invoices; process procurement forms; process travel arrangements
- Investigate budgetary and financial issues on behalf of the portfolio AVP
- Process timekeeping records for payroll purposes
- Coordinate logístical requirements of program level meetings and external meetings overseen by the program
- Perform technical, specialized, complex and difficult office administrative work requiring the use of independent judgment and with a minimum of direction
- Coordinate program or department submissions for regular events, such as the budgeting process and Accreditation, and participation of staff in mandatory training sessions
- Set up system and security access as well as parking for new hires
- Coordinate the repair and maintenance of office equipment and maintains adequate supplies
- Support the VP in preparations for upcoming meetings by gathering relevant information
- Develop presentations, briefing notes and memos for various internal and external audiences based on direction of the VP or other leaders within the portfolio
- Link with external partners and experts to obtain information and tools to support project activities
- Responds to confidential, complicated and routine inquiries from professional staff/patients/staff/ external and internal stakeholders using tact and sensitivity
- Undergraduate degree in business administration, healthcare administration, or related field
- 3-5 years experience at a senior administrative assistant role
- Ability to critically analyze and summarize information both accurately and effectively in a timely manner
- Highly developed judgement and initiative in analyzing issues, ability to solve problems and propose recommendations where solutions require some creativity and sensitivity
- Advanced proficiency with office software, specifically Microsoft Office, the internet and electronic data management systems
- Excellent oral and written communication skills and the ability to interact with all levels of employees as a team player
- Experience in conducting background research and internet searches
- Exceptional organizational and time management skills within a fast-paced environment
- Demonstrated ability to maintain a fast work pace, while managing multiple priorities with strict deadlines while maintaining a positive attitude
- Demonstrated dip