Executive Assistant to the Executive Vice-President

The Hospital for Sick Children; Toronto; On-site; CAD 78,000 - 105,000; Full time

Benefits offered by this job

Benefits package including pension,健康,

Job summary

The Executive Assistant at SickKids acts as a trusted partner to the Executive Office, delivering comprehensive executive-level support to enable the EVP to lead a complex portfolio. This role requires strong business acumen, judgment and the ability to handle confidential matters with discretion.

Working with senior leaders, boards and system partners, you will coordinate governance materials, prepare briefing notes, and manage communications, ensuring deadlines are met in a fast-paced hospital

Qualifications

• Bachelor's degree and ideally a graduate of an Office Administration Program or Health Administration Program.
• 10 years of senior executive administrative support functions; experience supporting a senior healthcare executive is a major asset.
• Advanced Microsoft 365 skills including OneNote, Teams, PowerPoint, Word, Excel, SharePoint and Windows; Copilot is an asset.
• Accurate minute-taking, correspondence composition and preparation.
• Advanced writing, editing and verbal skills with good judgment, interpersonal and critical thinking abilities.

Responsibilities

• Partner with the Executive Vice-President to manage priorities, workflow, calendar, communications and commitments with sound judgment and discretion.
• Anticipate needs, resolve conflicts, coordinate stakeholders and actions, and track decisions and deliverables for timely progress on priorities.
• Monitor enterprise-level commitments, risks and dependencies and brief the EVP for timely decisions and follow-up.
• Coordinate enterprise-wide deliverables by translating strategic priorities into actions and improvements across portfolios.
• Provide governance support for Board activities by coordinating materials, agendas and records; ensure confidentiality and preparedness.

Skills

Executive support

Calendar management

Discretion

Communication

Emotional intelligence

Critical thinking

Education

Bachelor's degree in Office Administration / Health Administration

Tools

Microsoft 365

OneNote

Teams

PowerPoint

Word

Excel

SharePoint

Copilot

Job description

Dedicated exclusively to children and their families, The Hospital for Sick Children (SickKids) is one of the largest and most respected paediatric healthcare centres in the world. As innovators in child health, we lead and partner to improve the health of children through the integration of healthcare, leading-edge research and education. Our reputation would not have been built - nor could it be maintained - without the skills, knowledge and experience of the extraordinary people who come to work here every day. SickKids is committed to ongoing learning and development, and features a caring and supportive work environment that combines exceptionally high standards of practice.

When you join SickKids, you become part of our community. We share a commitment and determination to fulfill our vision of Healthier Children. A Better World.

Don't miss out on the opportunity to work alongside the world's best in paediatric healthcare.

The Executive Assistant acts as a trusted partner and key representative of the Executive Office and the Executive Vice-President's portfolio. This role provides comprehensive executive-level support that enables the Executive Vice-President to lead a complex portfolio and advance organizational priorities effectively and efficiently.

Working with a high degree of independence, judgment and discretion, the Executive Assistant manages executive workflows, priorities, communications and relationships. The role anticipates needs, identifies emerging issues, coordinates appropriate action and ensures the Executive Vice-President is well prepared for decisions, meetings and organizational commitments.

The Executive Assistant works closely with senior leaders, Board and Board Committee members, portfolio leadership, government, academic institutions, healthcare organizations and system partners. The successful candidate will bring strong business acumen, critical thinking, emotional intelligence and the ability to navigate complex, sensitive and confidential matters in a fast-paced Executive Office environment.

Here’s What You’ll Do

Executive Partnership and Priority Management

• Partner with the Executive Vice-President to manage priorities, workflow, calendar, communications and commitments with sound judgment, discretion and organizational awareness.
• Anticipate needs, resolve conflicts, coordinate stakeholders and actions, and track decisions and deliverables to support timely progress on strategic and operational priorities.

Strategic and Enterprise-wide Accountabilities

• Monitor enterprise-level commitments, goals, risks, dependencies and emerging issues, briefing the Executive Vice-President and supporting timely decisions and follow‑up.
• Coordinate enterprise-wide deliverables by translating strategic priorities into actions, workplans and improvements across portfolios and stakeholder groups.

Executive, Board and Governance Support

• Provide governance support for Board, Board Committee, and senior leadership activities by coordinating materials, agendas, workplans, decision records and action logs.
• Ensure the Executive Vice‑President is well briefed and prepared, maintain confidentiality and coordinate follow‑up on governance decisions and commitments with Executive Office and organizational partners.
• Prepare high‑quality briefing notes, presentations, reports, correspondence, memoranda, meeting materials and other executive‑level documents.

Stakeholder and System‑partner Relationships

• Serve as a trusted point of connection between the Executive Vice‑President, senior leaders, internal stakeholders and external partners, representing the Executive Office with professionalism, discretion and sound judgment.
• Coordinate communications, requests, partnerships and deliverables across government, academic, healthcare and system partners, ensuring timely information exchange and appropriate follow‑up.

High‑profile and Sensitive Matters

• Support the Executive Vice‑President in managing high‑profile, sensitive and confidential matters by assessing inquiries, coordinating responses, preparing materials and escalating issues as needed.
• Maintain strict confidentiality, sound judgment and professionalism while tracking required actions and ensuring timely follow‑up in urgent or changing circumstances.

Financial and Human Resources Coordination

• Coordinate portfolio financial processes, including expenses, budget support, reporting, expenditure monitoring, variance review and escalation in collaboration with Finance and portfolio leaders.
• Coordinate portfolio HR processes, including recruitment, onboarding, offboarding, leadership searches, organizational information, performance‑cycle documentation and policy‑compliant administrative processes.

Technology and Continuous Improvement

• Leverage Microsoft 365, organizational platforms, emerging technologies, automation and artificial intelligence tools to streamline executive workflows, collaboration, information management and service delivery.
• Support digital adoption, secure electronic record management, workflow troubleshooting and continuous improvement by identifying opportunities to simplify processes, reduce duplication and strengthen coordination.

Here’s What You’ll Need

• Bachelor's degree and ideally a graduate of an Office Administration Program or Health Administration Program.
• 10 years of senior executive administrative support functions. Experience supporting a senior healthcare executive would be a major asset to ensure success in this role.
• Advanced Technical Skills and knowledge of Microsoft Suite including OneNote, Teams, PowerPoint, Word, Excel, SharePoint and Windows environments in order to prepare presentations, minutes, professional and financial reports. Experience with Microsoft Copilot is an asset.
• Accurate minute‑taking, correspondence composition and preparation.
• Advanced writing, editing and verbal skills, possessing good judgment, interpersonal and critical thinking skills.
• Intuitive, anticipatory and comfortable working independently with minimal guidance and oversight, along with, being an active member of a dynamic team.
• Exceptional presentation development skills to support presentations to Executives and Board Committees.
• Excellent judgment in the absence of established procedures and precedents.
• Exemplary planning and organization skills with the ability to multi‑task and change priorities frequently under short notice.
• Strong ability to adapt to and support a variety of different personalities and work‑flow preferences.
• Ability to manage conflict resolution with diplomacy, confidence and emotional intelligence.
• Demonstrated ability to work in an ambiguous, fast‑paced environment with multiple competing priorities.
• Excellent analytical acumen, problem‑solving, and decision‑making skills.
• Exemplary skills in relationship‑building and communication in order to establish trust and confidence with diverse hospital stakeholders.
• A solid sense of confidentiality, discretion and professionalism.
• Demonstrated high Emotional Intelligence behavioural competency.
• Highly collaborative, collegial, and flexible approach to work.
• Developed analytical, problem solving, negotiation and conflict management skills.
• Results‑oriented with a commitment to excellence.
• Ability to quickly learn and understand unique software platforms that may be presented and manage workflow and organize files in a paperless environment.
• Demonstrated commitment and actions in advancing health, equity and inclusion objectives.

Employment Type: Full‑time, Permanent.

Here’s What You’ll Love

• This position is eligible for employee benefits coverage including but not limited to, pension, health, dental and life insurance. The full benefits package will be discussed at the time of offer.
• A focus on employee wellness with our new Staff Health and Well‑being Strategy. Self‑care helps us support others.
• A hospital that welcomes and focuses on Health Equity and Inclusion.
• The opportunity to make an impact. Regardless of your role or professional interest, you will be making a difference at SickKids and contributing to our vision of Healthier Children. A Better World.
• For more on why you’ll love working at SickKids, visit our careers site.

SickKids is committed to championing equity, diversity and inclusion in all that we do, fostering an intentionally inclusive and culturally safe environment that reflects the diversity of the patients, families and communities we serve. Learn more about workplace inclusion.

If you require accommodation during the application process, please reach out to our aSKHR team. SickKids can provide access and inclusion supports to eligible candidates to support their full engagement during the interview and selection process as well as to ensure candidates are able to perform their duties once successfully hired. If you are invited for an interview and require accommodation, please let us know at the time of your invitation to interview. Information received related to access, inclusion or accommodation will be addressed confidentially.

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Tip: Combine your cover letter and resume into ONE document of 20 pages or less as you cannot upload multiple documents as part of your application.

Every application is reviewed by a human recruiter and all hiring decisions are made by people. In some cases, AI‑assisted tools are used to help review applications based on job‑related qualifications.

All positions posted on the SickKids Hospital's Careers Site represent current vacancies, unless otherwise posted in the job description.