Executive Assistant

Job title:

Executive Assistant

Company

Women’s College Hospital

Job description

Job Number:J0125-1131Department:Medical AffairsJob Type:Regular Full TimeNumber of Positions:1Closing Date:February 14, 2025Salary:$67,635.75 – $83,140.20/YearEmployee Group:Non-Union AdministrativeHours of Work:Full TimeWomen’s College Hospital (WCH) is an academic, ambulatory care hospital in Ontario with a focus on health for women, health equity and health system solutions. If you’re ready to be part of a team that is revolutionizing the future of healthcare, then you will want to join an institution where the possibilities for innovation, new discovery and system thinking are limitless. Women’s College Hospital is committed to equity, quality and patient safety as key professional values and essential components of daily practice.is our roadmap to the future. Our strategy is built on the pledge that the founders of our hospital made 140 years ago and reaffirms our commitment to providing equitable, accessible, best-in-class healthcare for everyone – meeting people where they are on their healthcare journey and partnering with them to reach their goals of living their healthiest lives possible. The stage has been set for Women’s to accelerate our priorities and capture the momentum to catapult our system forward to revolutionize healthcare for everyone.Applicants must reside and be legally eligible to work in Ontario.An exciting Regular Full-Time opportunity as an Executive Assistant reporting to both the Vice President, Academics, and the Vice President of Medical Affairs and Systems Transformations, and Lead Medical Executive, is currently available.As the Executive Assistant the incumbent is critical in ensuring the efficient operation of the office and in assisting the Vice Presidents in managing and prioritizing competing demands for their time and attention.
The Executive Assistant will be primarily responsible for providing confidential and advanced administrative support to the Office of the Academics and Medical Affairs. Working independently and with limited supervision, the incumbent will effectively deliver administrative services that support the business agenda for the office of Academics and Medical Affairs.
The Executive Assistant is required to professionally interact with all stakeholders and uphold the highest standard of professionalism and confidentiality.
The successful candidate will possess strong planning, organizational and multitasking abilities and will proactively take the initiative for all related office support. The incumbent will work closely with the other administrative support staff.Job DescriptionSummary of Duties, but not limited to:

• Provides executive support services including routine decision-making related escalation, delegation and access based on the priorities of the Vice Presidents.
• Proactively manage calendars, schedule appointments and undertake routine decision making related to escalation, delegation, and access based on priorities
• Assist with the workflow and meeting schedules.
• Ability to prioritize and complete multiple tasks on time and at a high quality and to shift priorities quickly.
• Receives and responds to phone, email and in-person inquiries–providing general information and referring inquiries to appropriate sources based on a broad knowledge of the Hospital on behalf of the Vice Presidents.
• Prepares, gathers, and relays confidential information and material on a regular basis.
• Reviews and prepares all materials submitted to the Vice Presidents including but not limited to correspondence, presentations reports, invoices, contracts, agreements, expense forms, purchase orders, funding requests noting issues for review and approval, ensuring timelines are met.
• Provides support to Committees by taking, transcribing and distributing minutes, preparing agenda packages, arranging meeting dates/time/rooms, contacting participants, and extensive follow-up on items as needed up to and including drafting annual reporting documents. Attends meetings to record minutes, as required.
• Coordination of workflow to meeting reporting and submission of deadlines both internal and external including supporting the budget process, quarterly and annual reporting requirements. Maintains an effective information management process.
• Establish workplans for the various committees and interact with clinicians and scientists as needed for the committees
• Coordinate with the VPs with clinical/research admin support as necessary
• Knowledge and experience with physician credentialling and reappointment processes is preferred.
• Other duties as assigned.

As a role model and champion, you will work to identify and integrate safe, best practices into daily activities to foster the delivery of safe and exemplary care.The responsibilities described above are representative and are not to be construed as all-inclusive.Qualifications:

• Undergraduate degree in a related field.
• A few years of experience supporting senior level leaders/or executive in the medical and/or health research field is is preferred.
• Demonstrated advanced proficiency in technology tools including MS Office, MS Teams, SharePoint, Zoom.
• Advanced knowledge of Microsoft Office (word, owerpoint and advanced excel) applications required.
• Experience working with spreadsheets and financial information, and developing reports, presentations and work plans.
• Must be detail-oriented with strong multi-tasking, analytical skills and problem-solving skills with the ability to thrive in stressful situations.
• Strong communication skills, both written and verbal.
• Ability to work independently and collaboratively as a member of a team.
• Well-developed time management skills with the ability to work under time constraints and meet tight deadlines, anticipate issues and demonstrated ability to prioritize and function effectively in a very busy and dynamic environment.
• Ability to plan, organize and manage work with minimal supervision and complete several tasks simultaneously for multiple management staff.
• Ability to understand technical financial concepts, to act independently and take initiative required to resolve issues.
• Demonstrate commitment to maintaining strict confidentiality.
• Professional behavior and communication that meets the standards of the professional regulatory college or associates, as applicable, and the standards of Women’s College Hospital.
• This position plays a critical role in acting as an advocate for safety and will demonstrate principles, practices and processes that will optimize a safe environment for all.

Why Choose Us?

• Be part of a dedicated team committed to excellence.
• Shape the future of healthcare in a supportive environment.
• Embrace the Best of Both Worlds and join our Hybrid Work Environment.
• Enjoy competitive benefits and an excellent defined benefit pension plan (HOOPP).

Closing Statement
Women’s College Hospital is a fully affiliated teaching hospital of the University of Toronto and is committed to fairness and equity in employment and our recruitment and selection practices. We encourage applications from Indigenous peoples, people with disabilities, members of sexual minority groups, members of racialized groups, women and any others who may contribute to the further diversification of our Hospital community. Accommodation will be provided in all parts of the hiring process as required under our Access for People with Disabilities policy. Applicants need to make their requirements known in advance.

Expected salary

$67635.75 – 83140.2 per year

Location

Ontario

Job date

Sun, 02 Feb 2025 03:45:08 GMT

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