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Administrative Assistant - Corporate Planning & Development (2023-5482)

Company

Sunnybrook
Address Toronto, Ontario, Canada
Employment type FULL_TIME
Salary
Category Hospitals and Health Care
Expires 2023-09-29
Posted at 8 months ago
Job Description
Summary Of Duties


Reporting to the Manager, Corporate Planning & Development, this position provides the team coordination and administrative management role for a busy office. The successful candidate will be responsible to:


  • Liaise with other SLT Executive Assistants and Administrative Assistants
  • Prepare letters, meeting agenda and minutes
  • Maintain up to date files and mailing lists
  • Complete monthly billing reconciliation and reporting
  • Perform general office administrative duties (timesheets, ordering supplies, new staff orientation, maintenance requests, printing requests, etc.)
  • Maintain departmental budget, invoice processing and tracking of expenses
  • Manage phone, in-person and e-mail inquiries from internal and external stakeholders
  • Triage inquiries to the most appropriate lead within portfolio
  • Using Meeting Manager or other methods, reserving meeting space for internal and external stakeholders
  • Coordinate and maintain the Director’s calendar (e.g. MS Outlook or other as defined) according to frequently changing priorities as well as maintain contact lists
  • Other duties as required
  • Assist with the preparation/planning of all corporate/team events, including liaising with internal and external contacts/departments
  • Organizing meetings and assisting CPD team: VP, Director, Manager and/or PMs with scheduling meetings with both internal and external stakeholders


Qualifications/Skills


  • Ability to learn new software applications/internal online applications as required (Meeting Manager, Microsoft SharePoint, Timesheets, Maintenance Request Form, etc.).
  • Previous experience working in a hospital preferred.
  • Tact and discretion in dealing with sensitive and confidential issues/files.
  • Demonstrated ability to take initiative and act independently using sound judgment as well as accept direction.
  • Excellent time-management skills.
  • Must type minimum of 60 words per minute.
  • Demonstrated advanced working knowledge of Microsoft software applications (Word, Excel, Power Point, Outlook etc.).
  • Working knowledge of small office appliances (photocopier, scanner, etc.).
  • Minimum 5+ years experience in a comparable role.
  • Excellent verbal, written and interpersonal skills required.
  • Ability to balance multiple work demands, including time sensitive requests, in a fast-paced environment with frequently changing priorities.
  • Flexibility in hours of work and scheduling
  • Ability to work independently or as a team player efficiently with minimal supervision.
  • Completion of a relevant post-secondary Executive Assistant/Office Management program and/or equivalent appropriate work experience required.
  • Superior organizational skills, accuracy and attention to detail required.
  • Ability to work well under pressure in assessing difficult situations.