Executive Assistant - Toronto, Canada - Holland Bloorview Kids Rehabilitation Hospital

Holland Bloorview Kids Rehabilitation Hospital

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Position:
Executive Assistant

Status:
Regular, Full-Time (1.0 FTE)

Start Date:
January 2, 2023

Supervisor:
Evdokia Anagnostou

Program:

BRI

Reporting to the Vice President, Research, the Executive Assistant position supports the Vice President and other leadership within the Bloorview Research Institute.

By partnering with those they support, this incumbent will act as an ambassador for the Bloorview Research Institute and Holland Bloorview.

Core Responsibilities

End to end coordination including but not limited to maintaining, organizing, and coordinating the schedule, logistics and administrative needs of the Vice President, Research
Minimal administrative support such as scheduling external meetings or large internal meetings to other leadership within the Bloorview Research Institute as directed
Complete daytoday assignments, special projects, etc. within a specific timeframe, adjusting priorities and workload as required
Provide assistance and support to other staff when requested (i.e. completing special projects)
Organize local and international meetings and conferences
Coordinate travel arrangements
Arrange meeting rooms, catering and audio visual and equipment services for meetings/training and events
Establish and manage video/telephone conference calls
Coordinate internal and external events, information sessions and symposiums
Produce professional documents and presentations
Maintain an accurate and easily accessible filing system (paper and computerbased)
Knowledgeable of legal requirements regarding the retention and release of information, and the archiving of information
Knowledgeable about the organization and acts as an information resource
Deals efficiently and effectively with emergency calls and situations
Prepares agendas, records and distributes minutes
Provide support for several internal and external committees
Participate on committees as requested and/or voluntarily as appropriate
Sources out goods or services based on review of specification requirements
Follow and support the organization's policies and procedures
Enters payroll into Meditech system as needed
Update websites and databases with predetermined content
Liaises with Information Systems, Finance and Human Resources
Maintenance of minor equipment and assets
Support the maintenance of faculty CVs to ensure information is accurate and up to date
Other duties as assigned

Qualifications

Graduate of a college program or equivalent
Minimum of 3 years executive administrative experience in an academic, healthcare, and/or researchintensive administrative setting supporting executives and leadership
Ability to work within a rapidly evolving, fastpaced environment with mínimal supervision
Exceptional customer service skills with a demonstrated ability to communicate effectively in verbal and written form with all parties
Proactive with coordination skills
Strong organizational skills
High level of attention to detail and superior problemsolving skills
Works collaboratively within a team environment
Moderate competencies with Microsoft Office products (Outlook, Word, Excel, PowerPoint). Technical competency assessment will be conducted

Preferred Qualifications