Executive Assistant

Join us in building a world of possibility Holland Bloorview Kids Rehabilitation Hospital is Canada's largest pediatric rehabilitation hospital. We are a top 40 Canadian research hospital that is fully affiliated with the University of Toronto, and we serve over 9,000 families annually.

Our vision is to support the most meaningful and healthy futures for all children, youth and families. Providing both inpatient and outpatient programs and services, Holland Bloorview is renowned for its expertise in partnering with clients and families to provide exceptional care and is the only organization to ever achieve 100 per cent in three successive quality surveys by Accreditation Canada.

Holland Bloorview has won numerous awards including Greater Toronto's Top Employers, Canada's Top Employers for Young People and Canada's Most Admired Corporate Cultures. We offer an inspiring, inclusive, innovative, and collaborative work environment with competitive compensation and benefit packages and programs that support ongoing learning and professional growth.

General Overview

This Executive Assistant role provides high-level administrative and operational support to the Senior Director, Client and Family Integrated Care, Transitions and Community Partnerships. and the Manager of Inclusion, Diversity, Equity, Accessibility and Ani-Racism (IDEAA) ensuring the smooth coordination of daily activities, meetings, and special events across their portfolios. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The incumbent serves as the primary point of contact for staff and external partners, supports departmental communications, recruitment, payroll, and onboarding processes, and contributes to the overall efficiency and effectiveness of the team's operations.

Key Responsibilities

• Provide comprehensive administrative support to the Senior Director, Client and Family Integrated Care, Transitions and Community Partnerships and the Manager of IDEAA; serve as first point of contact for internal and external stakeholders.
• Manage complex calendars and meeting schedules involving multiple stakeholders.
• Coordinate meetings and events (in-person and virtual), including agenda preparation, minute taking, action item tracking, and distribution of materials.
• Arrange logistics for meetings, conferences, and forums: room bookings, catering (internal and external), AV setup, registration, and travel arrangements.
• Prepare, collate, and edit a variety of documents and reports (Word, Excel, PowerPoint, SharePoint).
• Support recruitment processes: initiate recruitment requisitions, download resumes, coordinate interview schedules using PickATime software, and arrange interview rooms.
• Administers payroll for teams and generate payroll-related reports as requested.
• Manage departmental communications and updates.
• Coordinate onboarding for new staff, including workspace setup, introductions, and completion of onboarding documentation.
• Track and reconcile VISA statements; manage requisitions and ordering.
• Develop and maintain organizational charts, budget summaries, and staffing documentation for multiple portfolios.
• Collate and upload Foundation grant information to SharePoint; assist in preparing reports and submissions for the CEO and Board.
• Liaise with translation vendors and internal staff to coordinate document translations.
• Collate survey results and synthesize themes for departmental reporting.
• Support internal communication initiatives, including the Inpatient Newsletter and distribution of staff greeting cards (Ella Cards).
• Create and distribute tools for engagement and collaboration such as Doodle polls and Mentimeter sessions.
• Provide administrative coverage coordination during leadership absences (vacation, DSB).
• Prepare Personnel Action Forms (PAFs) for summer and contract staff.
• Support planning and delivery of team-building and staff engagement events.
• Perform general office duties including photocopying, filing, correspondence, and other administrative tasks as required.
• Provide ad-hoc administrative support for committees, task forces, and special projects as assigned.

Qualifications

• Graduate of a college program or equivalent.
• Minimum of 5 years senior administrative experience, preferably in a healthcare setting.
• Knowledge of the Equity, Diversity & Inclusion lens and Client and Family Integrated Care.
• A well-cultivated critical thinker:
• Raises vital questions and problems, formulating them clearly and precisely.
• Gathers and assesses relevant information.
• Thinks open-mindedly within alternative systems of thought.
• Communicates effectively with others in figuring out solutions to complex problems.
• Proactive with exceptional project management skills, facility management experience an asset
• Strong organizational skills
• High level of attention to detail
• Works collaboratively within a team environment
• Significantly skilled with SharePoint and MS Office Products: Excel, Word Power Point and Outlook able to:
• Generate Excel spreadsheets with advanced formatting and filtering options.
• Create Word documents with advanced formatting and layouts. Ability to use mail merge and track changes.
• Produce impactful customized PowerPoint presentations.
• Coach others to use MS Office software programs an asset.
• Handle busy schedules within Outlook for those they support using enhanced calendar management options.
• Apply strong skills with virtual meeting applications (Teams, Zoom).
• Ability to use and trouble-shoot with audiovisual equipment.