Executive Assistant - Office of the Senior Vice President, Research and Science

camh; Toronto; On-site; CAD 70,000 - 90,000; Full time

Job summary

CAMH is seeking a full-time Executive Assistant to provide senior administrative support for the Research Institute. The ideal candidate will manage schedules, draft documents, and assist in various organizational projects, requiring extensive experience and proficiency in office practices. This role is pivotal in ensuring smooth leadership operations and involves collaboration with senior management.

Qualifications

• 10+ years of senior administrative experience, preferably in healthcare.
• Advanced knowledge of office practices and corporate protocol.
• Excellent verbal and written communication skills.

Responsibilities

• Manage SVPR's calendar and prioritize time-sensitive issues.
• Draft and edit reports and correspondence.
• Coordinate meetings and events.

Skills

Communication

Organizational skills

Problem-solving

Teamwork

Education

Undergraduate degree or formal postsecondary education

Formal executive assistant training

Tools

MS Office applications

Job description

Through its core values of Courage, Respect, and Excellence, CAMH is implementing its Strategic Plan: Connected CAMH to transform lives, ignite innovation and discovery, revolutionize education, and drive social change. CAMH is more than a hospital; it is a cause. CAMH is on a mission to change the way society thinks about and responds to mental illness. They aim to eliminate prejudice and discrimination and shape a world where mental illness is central to our healthcare system—a world where Mental Health is Health.

To learn more about CAMH, please visit their website at: [website link].

To view our Land Acknowledgment, please click here.

As Canada's largest mental health care provider, the Centre for Addiction and Mental Health (CAMH) provides evidence to drive system and policy change through innovations and novel service delivery interventions. CAMH combines clinical care, research, education, policy development, and health promotion to transform the lives of people affected by mental illness and addictions. CAMH's Campbell Family Mental Health Research Institute (CFMHRI) is home to scientists, staff, and research trainees conducting leading research to improve understanding of the brain, causes, biomarkers, cures for mental illness, and to advance prevention and treatment across the lifespan. CAMH supports a diverse, collaborative, interdisciplinary environment that encourages teamwork and complies with all relevant regulatory and legislative requirements.

Reporting to the Senior VP Research and Science, we are seeking a full-time, permanent Executive Assistant (EA) to provide senior administrative support for organizational projects and issues, enabling smooth leadership operations for the Research Institute. The EA will work closely with a team of senior management administrative assistants to support special projects and various committees and the Senior Management Group. The ideal candidate will work independently with minimal supervision and take leadership on complex assignments.

This position is located at 1001 Queen Street West and 250 College Street, with occasional offsite travel as required.

The responsibilities include, but are not limited to:

1. Manage the SVPR's calendar and appointment schedule, prioritizing time-sensitive issues and deadlines.
2. Screen and prioritize correspondence, emails, and phone calls.
3. Draft and edit reports, correspondence, academic CV updates, grant applications, and other documents.
4. Arrange meetings, conferences, and events, including room bookings, equipment, and catering.
5. Prepare agendas, presentations, meeting minutes, and related materials.
6. Maintain an organized filing system for important records.
7. Order and manage office supplies and equipment.
8. Assist in procurement and invoice submissions.
9. Plan and coordinate CFMHRI events.
10. Provide payroll support.
11. Assist with planning and executing special projects and initiatives.
12. Gather information to support decision-making.
13. Monitor project timelines and provide updates.

Qualifications include:

• An undergraduate degree or other formal postsecondary education; formal executive assistant training is a plus.
• At least 10 years of senior administrative experience, preferably in an academic or healthcare environment.
• Advanced knowledge of office practices, academic systems, corporate protocol, and public relations.
• Excellent communication skills, both verbal and written, with the ability to interact effectively with executives, staff, and external stakeholders.
• Proficiency in MS Office applications (Outlook, Excel, Word, PowerPoint).
• Strong organizational skills, attention to detail, and ability to manage multiple projects.
• Tact, discretion, and professionalism in handling confidential information.
• Ability to quickly learn new information and articulate risks and issues.
• Teamwork and collaborative skills, with problem-solving abilities involving diverse stakeholders.

Please Note: This full-time, permanent position is not part of a bargaining unit.

Salary Range: Competitive salary and benefits package.

Required Experience: Senior Executive level.

Key Skills: Growing experience, financial acumen, management experience, senior leadership, operations management, strategic planning, sales management, budgeting, economic development, financial report interpretation, leadership, financial management.

Employment Type: Full Time

Vacancy: 1

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