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 position provides a wide variety of senior level administrative support to the Senior Director, Collaborative Practice and the Collaborative Practice Leaders as well as to the various committees under their purview. This role is a predominantly onsite position that will also assist in the coordination of Standards of Care and the Professional Development Fund. By partnering with those they support, this incumbent will act as an ambassador of Collaborative Practice and Holland Bloorview.
This is a regular full-time (1.0 FTE) position.
Key Responsibilities
- Acts as a source of information; applies knowledge about the organization
- Responds to confidential, complicated and routine inquiries using tact, sensitivity and advanced questioning and problem-solving skills
- Answers inquiries on behalf of the leadership and disseminates detailed information as instructed
- Applies knowledge of legal requirements regarding the retention and release of information, and the archiving of information
- Liaises closely with employees and other professional staff on behalf department leadership
- On behalf of the leadership, interacts with various external agencies and stakeholders, e.g. provincial, federal and international granting agencies, prospective donors, scientists/faculty/administrators from other hospitals/universities, industry leaders, administrative leaders at the University of Toronto and other academic partners
- Manages calendars, plans and schedules appointments and meetings, Outlook calendaring expertise is a necessary skill-set
- Collects, organizes, summarizes, edits and prepares complex reports and correspondence
- Arranges meetings and conferences including; distribution of data (prepares agenda, distributes minutes etc.), booking rooms, refreshments, registration and travel arrangements
- Supports the administration of; Standards of Care and the Professional Development Fund
- Assists with budget and expenditure monitoring
- Responsible for composing and editing correspondence, communications, presentations and other documents
- Establishes office systems and routines and develops record keeping procedures; maintains office files, manuals and supplies and an accurate and easily accessible filing system - both paper and electronic based
- Conducts some survey and internet research and is able to assemble and analyze data to prepare reports and documents
- Coordinates project-based work and prepares reports
- Reviews operating practices and implements improvements where necessary
- Participates on committees as requested and/or voluntarily as appropriate
- Enters Team Payroll in Meditech
- Participates in quality improvement initiatives, supports the maintenance of a safe and healthy work environment and advances a culture of client/patient safety through work and daily practices
- Other duties as assigned
Qualifications
- Graduate of a college program or equivalent
- Minimum of 5 years senior administrative experience, preferably in a healthcare setting
- 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 MS Office Products: Excel, Word Power Point and Outlook able to:
- Generate Excel spreadsheets with advanced formatting and filtering options. Knowledge of advanced macros an asset
- 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
- Be a calendar delegate for those they support and use enhanced MS Outlook calendar management options and virtual meeting applications (Teams, Zoom)
- Ability to use and trouble-shoot with audiovisual equipment