Executive Assistant

Holland Bloorview Kids Rehabilitation Hospital; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading pediatric rehabilitation hospital in Toronto is seeking an Executive Assistant to provide high-level support to senior leadership. This role involves managing complex schedules, coordinating meetings, and overseeing recruitment and payroll processes. Ideal candidates will have at least 5 years of administrative experience, strong organizational skills, and proficiency in Microsoft Office and SharePoint.

Benefits

Competitive compensation

Ongoing learning and professional growth

Collaborative work environment

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.
• Strong organizational skills.
• High level of attention to detail.

Responsibilities

• Provide comprehensive administrative support to senior directors.
• Manage complex calendars and meeting schedules.
• Coordinate meetings and events including agenda preparation.
• Administers payroll and generate payroll-related reports.
• Support recruitment processes and manage communications.

Skills

Time Management

Microsoft Office

Organizational skills

Microsoft Outlook

Microsoft Word

Personal Assistant Experience

Microsoft PowerPoint

Calendar Management

Microsoft Excel

Administrative Experience

Microsoft Outlook Calendar

Google Suite

Education

College program or equivalent

Tools

SharePoint

Teams

Zoom

Job description

Join us in building a world of possibility! Holland Bloorview Kids Rehabilitation Hospital is Canadas 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 9000 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 Torontos Top Employers Canadas Top Employers for Young People and Canadas 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 teams 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.

Key Skills

Time Management,Microsoft Office,Organizational skills,Microsoft Outlook,Microsoft Word,Personal Assistant Experience,Microsoft Powerpoint,Calendar Management,Microsoft Excel,Administrative Experience,Microsoft Outlook Calendar,Google Suite

Employment Type: Full Time

Experience: years

Vacancy: 1