Executive Assistant

Join to apply for the Executive Assistant role at Holland Bloorview Kids Rehabilitation Hospital

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.

This Executive Assistant role provides high‑level administrative and operational support to the Senior Director, Client and Family Integrated Care, Transitions and Community Partnerships, and the Manager of Inclusion, Diversity, Equity, Accessibility and Anti‑Racism (IDEAA) ensuring the smooth coordination of daily activities, meetings, and special events across their portfolios. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast‑paced environment.

The incumbent serves as the primary point of contact for staff and external partners, supports departmental communications, recruitment, payroll, and onboarding processes, and contributes to the overall efficiency and effectiveness of the team’s operations.

Work type: Regular Full‑time

Salary band: Band D ($31.90 - $39.88/hr)

FTE: 1.0

• Provide comprehensive administrative support to the Senior Director, Client and Family Integrated Care, Transitions and Community Partnerships and the Manager of IDEAA; serve as first point of contact for internal and external stakeholders.
• Manage complex calendars and meeting schedules involving multiple stakeholders.
• Coordinate meetings and events (in‑person and virtual), including agenda preparation, minute taking, action item tracking, and distribution of materials.
• Arrange logistics for meetings, conferences, and forums: room bookings, catering (internal and external), AV setup, registration, and travel arrangements.
• Prepare, collate, and edit a variety of documents and reports (Word, Excel, PowerPoint, SharePoint).
• Support recruitment processes: initiate recruitment requisitions, download resumes, coordinate interview schedules using PickATime software, and arrange interview rooms.
• Administers payroll for teams and generate payroll‑related reports as requested.
• Manage departmental communications and updates.
• Coordinate onboarding for new staff, including workspace setup, introductions, and completion of onboarding documentation.
• Track and reconcile VISA statements; manage requisitions and ordering.
• Develop and maintain organizational charts, budget summaries, and staffing documentation for multiple portfolios.
• Collate and upload Foundation grant information to SharePoint; assist in preparing reports and submissions for the CEO and Board.
• Liaise with translation vendors and internal staff to coordinate document translations.
• Collate survey results and synthesize themes for departmental reporting.
• Support internal communication initiatives, including the Inpatient Newsletter and distribution of staff greeting cards (Ella Cards).
• Create and distribute tools for engagement and collaboration such as Doodle polls and Mentimeter sessions.
• Prepare Personnel Action Forms (PAFs) for summer and contract staff.
• Support planning and delivery of team‑building and staff engagement events.
• Perform general office duties including photocopying, filing, correspondence, and other administrative tasks as…