Administrative Assistant

Runnymede Healthcare Centre; Toronto; On-site; CAD 42,000 - 52,000; Full time

Job summary

Runnymede Healthcare Centre in Toronto, ON is seeking an Administrative Assistant to support the leadership team with high-level administrative tasks. This on-site role runs Monday–Friday, 9:00am–5:00pm, replacing an existing staff member.

The successful candidate will have a college diploma and 5+ years of admin experience, strong MS Office skills, acute attention to detail, and excellent communication abilities.

Qualifications

• Graduate from a recognized college.
• 5+ years of experience providing administrative support.
• Experience in desktop publishing and report presentation is an asset.
• Proficient with Windows OS and MS Office (Word, Excel, PowerPoint, Outlook).
• Strong accuracy, editing and proofreading skills.
• Excellent interpersonal and communication skills, both written and verbal.
• Ability to handle multiple tasks and shifting priorities with high accuracy.

Responsibilities

• Manages calendar events and scheduling for leadership; prioritizes conflicts.
• Creates and maintains workflows and handles multiple projects.
• Attends committee meetings, takes minutes, prepares agendas and materials.
• Receives and distributes mail; highlights pertinent information and actions.
• Drafts and formats correspondences, reports, letters, emails, memorandums, and presentations.
• Triages incoming calls and responds professionally.
• Maintains filing systems (hard copy and electronic).
• Enter timesheets for staff as required.
• Acts as back up and supports other assistants as needed.
• Supports projects as required.

Skills

Administrative support

Time management

Communication skills

Attention to detail

Multitasking

Education

College diploma

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Job description

Hours of Work: Monday-Friday (9:00am-5:00pm)

Position Location: On-Site

Posting Type: Replacement

Administrative Assistant

Position Summary:

The Administrative Assistant plays a key role in supporting the leadership team by providing high-level, professional administrative assistance. This position is responsible for managing a variety of administrative tasks to ensure efficient operation of departmental/program activities. The Administrative Assistant maintains high level of professionalism and handles sensitive information with confidentiality.

Primary Responsibilities:

• Understands and anticipates the priorities and needs of the leader and provides support materials and assistance when necessary
• Manages calendar events, including coordinate and schedule internal and external appointments and utilizing professional judgment in establishing priorities and resolving calendar conflicts
• Creates and maintains effective workflow and communications which includes the handling of a variety of projects and tasks simultaneously
• Attends committee meetings as required, takes minutes, prepares agendas and other materials for circulation to Committee members
• Receives, reviews and distributes all incoming mail, highlighting pertinent information and taking action on routine matters
• Prioritizes incoming reports, requests and approvals and ensures that matters are dealt with in the required timeframes
• Draft, format and prepare correspondences including but not limited to reports, letters, email responses, memorandums and presentation materials while ensuring accuracy and appropriateness
• Triage all incoming calls and responds to queries in a tactful and professional manner.
• Maintains accurate hard copy and electronic filing systems
• Enter timesheets for staff as required
• Act as back up and provide assistance to other assistants as required
• Support projects as required

The successful candidate will possess the following qualifications/experience:

• Graduate from a recognized college
• 5+ years of experience providing administrative support
• Experience in desktop publishing and report presentation an asset
• Proficient using Windows Operating System, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, and Microsoft Outlook
• Strong degree of accuracy, editing and proofreading skills
• Excellent Interpersonal and Communication skills, both written and verbal
• Ability to handle multiple tasks and shifting priorities while maintaining a high degree of accuracy

While we thank all applicants, only those under consideration for the position will be contacted.

Runnymede Healthcare Centre is committed to fostering an inclusive, equitable, and accessible workplace that reflects the diverse communities we serve. We strive to create a supportive environment where all everyone feels respected and valued. Diverse perspectives help us deliver safe, high-quality, and compassionate care. We welcome qualified applicants from all backgrounds, including Indigenous peoples, racialized communities, persons with disabilities, women, 2SLGBTQ+ individuals, and seniors. As an equal opportunity employer, we comply with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations are available throughout the recruitment and employment process upon request.

Please be advised that in order to be eligible for employment at Runnymede Healthcare Centre, all new hires must have received the full series of a COVID-19 vaccine or combination of COVID-19 vaccines approved by Health Canada (e.g., two doses of a two-dose vaccine series, or one dose of a

single-dose vaccine series); AND have received the final dose of the COVID-19 vaccine at least 14 days prior to the hired employee’s first date of

employment. Requests for exemption will be considered on a case-by-case basis in alignment with the Hospital’s obligations pursuant to the Ontario.