Executive Assistant - Teaching and Learning

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 8,500 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 provides a wide variety of administrative support to the Teaching and Learning Institute as well as the Evidence to Care team. By partnering with those they support, this incumbent will act as an ambassador of the program or department that they support and Holland Bloorview.

• Acts as a first point of contact for the department.
• Manages calendars, plans and schedules appointments and meetings , Outlook calendaring expertise is a necessary skill-set.
• Collects, organizes, summarizes, edits reports and correspondence.
• Arranges meetings, webinars and conferences including; distribution of data (prepares agenda, distributes minutes etc.), booking rooms, refreshments, registration and travel arrangements.
• Coordinates orientation and training for new staff including the completion of Computer/Telephone Access Forms and Action Forms.
• Supports onboarding of new students.
• Coordination of Holland Bloorview’s Oberserverhip for international learners program.
• Provide administrative support for committees and projects as requested.
• Supports the coordination of special events and/or conferences for the program.
• Triaging inquiries from staff, students, families and external services.
• Reconciling corporate Visa accounts, preparing purchase orders and expense reports.
• Registering participants for conferences and arranging travel.
• Enters Team payroll in Meditech.
• Maintains office files, manuals and supplies.
• Participates in quality improvement initiatives, supports the maintenance of a safe and healthy work environment and advances a culture of client/patient safety through work and daily practices.
• Other duties as assigned.

• Graduate of a college program or equivalent.
• Minimum of 5 years senior administrative experience, preferably in a healthcare setting.
• A well-cultivated critical thinker:
  • Raises vital questions and problems, formulating them clearly and precisely.
  • Gathers and assesses relevant information.
  • Thinks open-mindedly within alternative systems of thought.
  • Communicates effectively with others in figuring out solutions to complex problems.
• Exceptional event coordination skills.
• Strong organizational skills.
• High level of attention to detail.
• Works collaboratively within a team environment.
• Significantly skilled with SharePoint and MS Office Products:
  Excel, Word Power Point and Outlook able to:
  • Generate Excel spreadsheets with advanced formatting and filtering options.
  • Create Word documents with advanced formatting and layouts. Ability to use mail merge and track changes.
  • Produce impactful customized PowerPoint presentations.
  • Coach others to use MS Office software programs an asset.
  • Handle busy schedules within Outlook for those they support using enhanced calendar management options.
  • Apply strong skills with virtual meeting applications (Teams, Zoom). This is a critical skill-set.
  • Ability to use and trouble-shoot with audiovisual equipment.