Executive Assistant - Toronto, Canada - Sunnybrook Health Sciences Centre

Sunnybrook Health Sciences Centre

Verified Company

Toronto, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Summary of Duties
Reporting to the Vice President, Research and Innovation (VPRI), the Executive Administrative Assistant is responsible for:

Responsible for providing a wide range of administrative and project supports to the Vice President, Research and Innovation (VPRI)
Require to be the primary contact and liaison on behalf of the VPRI's office, including research committees, Board of Directors subcommittee, the healthcare community, and other key stakeholders
Organizes and supports Sunnybrook Board of Directors Subcommittee, Common Research and Development Committee (CRDC), Research Executive Committee (REC); schedule monthly meetings, draft and send out agenda/meeting materials, take complex meeting minutes, other administrative support as requested
Facilitate communications between internal teams and external stakeholders
Collaborate with internal teams in organizing events/meetings/projects that require the VPRI's involvement
Creating, gathering, and proofreading documents on behalf of VPRI
Responsible for managing highly confidential and sensitive information including Human Resources matters
Support VPRI's schedule and calendar management including directing and coordinating daily priorities, appointments, tasks, meetings, deadlines
Prioritize requests for the

VPRI:
daily review, coordination and anticipation of VPRI's needs

Schedule, develop agendas, coordinate and organize meetings
Review all incoming material, determining priority and following up as needed to resolve problems and ensure integration of activity
Organize and establish fiscal administration for processing approved invoices for payment, reconciliation of corporate credit card and personal credit card for VPRI office expenses, follow up and ensure submission is completed appropriately
Coordinates the VPRI's conference and travel arrangements
Establish and maintain a central filing system for external, internal and archival information, also to update files, database, records and other documents

Qualifications/Skills

Minimum five (5) years of demonstrated experience supporting a Senior Level Executive
Undergraduate degree in a related discipline required or equivalent experience at an executive level
Proven success in providing superior service and support in a busy, demanding environment
Required to represent the Office of the Vice President, Research and Innovation, in a professional, customerfocused manner
Ability to function with limited direction and able to work independently using initiative and good judgment
Strong analytical and problemsolving skills
Demonstrate excellence in drafting communications, documents and presentations
Advanced knowledge of MS Office, SharePoint, Zoom and other business tools and technologies
Demonstrated initiative, accuracy, leadership and meticulous attention to detail
Exceptional relationship management skills and the ability to build and grow connections
Demonstrated judgment, tact, discretion and ability to handle complex matters of a sensitive and confidential nature
Ability to organize a heavy and fluctuating workload in a changing environment. Ability to work under pressure and to meet deadlines
Demonstrated record of good performance and acceptable attendance will be considered as part of the selection criteria