Executive Assistant

Women'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.

Healthcare Revolutionized 2030 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 Business, Technology and Corporate Information Officer and Vice President, Finance Partnerships and Corporate Financial Officer is currently available.

As the Executive Assistant the incumbent is critical in ensuring the efficient operation of the office and in assisting the CFO and CIO 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 CFO and CIO. Working independently and with limited supervision, the incumbent will effectively deliver administrative services that support the business agenda for the office of the CFO and CIO. 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 initiative for all related office support. The incumbent will work closely with the other administrative support staff.

Summary 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 CFO and CIO.
• 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.
• Recieves and responds to phone, email and in-person inquries--providing general information and referring inquries to appropriate sources based on a broad knwoledge of the Hospital on behalf of the CFO and CIO.
• Prepares, gathers, and relays confidental information and material on a regular basis.
• Reviews and prepares all materials submitted to the CFO and CIO 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 extenstive 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 effective information management process.
• 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 resonsibilities described above are representative and are not to be construed as all-inclusive

Qualifications/Skills:

• Undergraduate degree in a related field.
• 5 or more years of experience supporting a senior level leader/executive required.
• Demonstrated advanced proficiency in technology tools including MS Office, MS Teams, SharePoint, Zoom.
• Advanced knowledge of Mircosoft Office applications required.
• Experience working with spreadsheets and financial information, and developing reports, presentations and work plans.
• Must be detail-oriented with strong multi-tasking, anaytical skills and problem-solving skills with the ability to thrive in stressful situations.
• Strong communicaiton 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, 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 a number of tasks simultaneously for multiple management staff.
• Abiility to understand technical financial concepts, to act independatly and take initiative required to resolve issues.
• Demonstrate commitment to maintaining strict confidentiality.
• Professional behaviour 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 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 process practices. We encourage applicants from Aboriginal peoples, people with disabilties, members of sexual minority groups, members fo racialized groups, women and any others who may contribute to the further diversification of our Hospital community. Accomodation 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.