We currently have a Temporary Full-timeopportunity for a Administrative Assistantin the Office of the VP, Corporate Strategy & Development / Chief Information Officer department at our Bayview Campus, until approximately January 2022.
Summary of Duties :
Reporting to the Manager, Office of the VP Corporate Strategy & Development / CIO, this position provides the team coordination and administrative management role for a busy office.
The successful candidate will be responsible to :
Coordinate and maintain the Vice President’s calendar (e.g. MS Outlook or other as defined) according to frequently changing priorities as well as maintain contact lists
Perform general office administrative duties (timesheets, ordering supplies, new staff orientation, maintenance requests, catering orders, 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
Organizing weekly team meetings and assisting the VP, Director, Manager and / or PMs with scheduling meetings with both internal and external stakeholders
Prepare letters, meeting agenda and minutes
Assist with the preparation / planning of all corporate / team events, including liaising with internal and external contacts / departments
Liaise with other SLT Executive Assistants and Administrative Assistants
Maintain up to date files and mailing lists
Using Meeting Manager or other methods, reserving meeting space for internal and external stakeholders
Complete monthly billing reconciliation and reporting
Other duties as required
Qualifications / Skills :
Minimum 5+ year’s experience in a comparable role.
Previous experience working in a hospital preferred.
Completion of a relevant post-secondary Executive Assistant / Office Management program and / or equivalent appropriate work experience required.
Demonstrated advanced working knowledge of Microsoft software applications (Word, Excel, Power Point, Outlook etc.).
Must type minimum of 60 words per minute.
Excellent verbal, written and interpersonal skills required.
Demonstrated ability to take initiative and act independently using sound judgment as well as accept direction.
Ability to work independently or as a team player efficiently with minimal supervision.
Superior organizational skills, accuracy and attention to detail required.
Ability to balance multiple work demands, including time sensitive requests, in a fast-paced environment with frequently changing priorities.
Excellent time-management skills.
Tact and discretion in dealing with sensitive and confidential issues / files.
Flexibility in hours of work and scheduling
Ability to work well under pressure in assessing difficult situations.
Ability to learn new software applications / internal online applications as required (Meeting Manager, Microsoft SharePoint, Timesheets, Catering Request Form, Maintenance Request Form, etc.).
Working knowledge of small office appliances (fax / photocopier, scanner, camera etc.)
Qualified candidates are invited to submit their cover letter and resume (in one document) quoting 200180 to :
Sunnybrook Health Sciences Centre