Job Description

About SickKids

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Dedicated exclusively to children and their families, The Hospital for Sick Children (SickKids) is one of the largest and most respected paediatric healthcare centres in the world. As innovators in child health, we lead and partner to improve the health of children through the integration of healthcare, leading-edge research and education. Our reputation would not have been built - nor could it be maintained - without the skills, knowledge and experience of the extraordinary people who come to work here every day. SickKids is committed to ongoing learning and development, and features a caring and supportive work environment that combines exceptionally high standards of practice.


When you join SickKids, you become part of our community. We share a commitment and determination to fulfill our vision of Healthier Children. A Better World.


Don't miss out on the opportunity to work alongside the world's best in paediatric healthcare.

Position Description

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The Executive Assistant acts as a key administrative representative and liaison of the Department of Paediatrics (SickKids) and (University of Toronto, Temerty Faculty of Medicine). This role provides Executive level support for the Department of Paediatrics, University of Toronto Department Chair, and Paediatrician-in-Chief at The Hospital for Sick Children. This role collaborates with a diverse spectrum of internal and external hospital and university collaborators, foundations, governments, and strategic partner organizations, and assists and supports the Chair and the Executive Director to meet their business goals and objectives.


The Executive Assistant is responsible for managing a diverse range of administrative tasks that support the efficient operation of the Department. This includes coordinating schedules, organizing meetings, and preparing materials to ensure leaders are equipped with the information they need for decision-making and strategic planning. The role also involves maintaining accurate records, tracking deliverables, and handling correspondence with professionalism and sensitivity.


The Executive Assistant plays a pivotal role in ensuring the smooth functioning of Departmental operations by providing high-level support and coordination. This position requires advanced organizational skills and a proactive approach to problem solving, as well as the ability to manage confidential information with discretion. The role is designed to facilitate effective workflow and communication between the Executive Director, Chair, and a wide spectrum of collaborators across institutions and governments, ultimately contributing to the success of departmental initiatives.


This position also demands a high degree of adaptability and initiative, as the Executive Assistant must respond swiftly to shifting priorities and unexpected developments. By anticipating the needs of leadership and leveraging strong project management abilities, the individual ensures that departmental objectives are met efficiently and with exceptional attention to detail. Additionally, the role involves fostering a collaborative environment, supporting team morale, and modelling professionalism and integrity in all interactions.


The Executive Assistant must demonstrate exceptional judgement, discretion, and the ability to work independently while maintaining strong collaborative relationships. This role requires proficiency in managing complex calendars, preparing detailed reports, and facilitating decision-making processes for senior leadership. Strong communication skills, both written and verbal, are essential for interacting effectively with all levels of collaborators and ensuring alignment with Departmental priorities.

Here's What You'll Get to Do

Administrative Support ResponsibilitiesAutonomously supports and acts as partner to the Chair and the Executive Director to lead clinical, academic and administrative teams to achieve the clinical, education and research business and strategic planning activities of the Department. Utilize knowledge and strong interpersonal skills to identify priority tasks, navigate complex organizational challenges and confidential/sensitive situations to successfully support actioning key deliverables. Fully cognizant of and involved in all business in the Department to proactively address timelines and priorities. Manage and prioritize initiatives simultaneously through effective verbal communication, writing, editing, analysis, and problem solving in a strategic, efficient, and effective manner. Utilize strategic business skills, confidence, flexibility, diplomacy, emotional intelligence, and superb interpersonal skills to interact with diverse collaborators (external and internal) in a fast-paced and changing work environment.


TechnologyDemonstrate technology expertise through integrating new and evolving technology tools to assist in streamlining workflows, troubleshooting, developing, gathering, and interpreting data for the Executive. Adapt new technologies to implement innovative workflows to improve processes. As the artificial intelligence platform evolves, develop an understanding of how this platform can be applied to the Executives/EAs workflows to improve efficiencies and advance technology utilization in the Department (i.e., Microsoft Forms, Power Apps, Power Automate etc.)


Strategic and Performance AccountabilitiesSupport the Department's strategic objectives and activities by actively understanding and supporting the Paediatric Executive Committee's key priorities. Monitor the initiatives and priorities on behalf of the Chair and Executive Director in order to provide status and input on variance in strategies and timelines.


FinanceManage access and general administrative oversite of the Chair's portfolio. Track and coordinate medium scope function budgets and processes expense reports. Responsible for the monitoring and processing of Foundation grant funds and working in collaboration with departmental finance partners for reporting and compliance.


Research and ReportingMonitor, analyze, and summarize data trends impacting the Department. Prepare briefing notes and highlighting the issues of significance for internal and external collaborators, and where appropriate, with suggested recommendations for action.


Meetings and Committee SupportManage and/or oversee all portfolio committees led by the Executive. Lead and coordinate any necessary pre-work and planning for meetings by managing required communications and logistics with the committee, sensitive/written reports, meeting minutes, tracking workplan, terms of reference, action items, committee objectives and coordinating Departmental deliverables.


CommunicationRepresent the Chair's portfolio by reporting on business activities within the team Draft communications and action as a communications liaison to ensure the timely dissemination of crucial information to various collaborators and partners while respecting the highly confidential, privileged, and sensitive nature of the content.


Human Resources AccountabilitiesAct as a liaison for HR by coordinating and actioning recruitment, investigations, ensuring business continuity, and managing the various required performance assessment tasks.


Special Assignments and ProjectsIdentify, analyze, and bridge gaps in project management, strategic initiatives, and administrative resources until appropriate personnel structure can be put in place to ensure business continuity. Lead medium scope initiatives by developing strategies and coordinating implementation to meet business objectives.

Here's What You'll Need

BA, BSc, Administrative or graduate of a recognized program/degree 7-10 years in an executive assistant or senior administrative support role Demonstrated communication skills with advanced writing, editing and verbal skills, possesses good judgment, interpersonal and critical thinking skills Exceptional ability to distill complex issues (and data) to lead development of presentations and reports Excellent judgment in the absence of established procedures and precedents Exceptional ability to multi-task and change priorities frequently under short notice, high stress, and within complex internal and external environments Strong planning and organization skills Strong ability to adapt to and support a variety of different personalities and work-flow preferences. Ability to foster connections and build trusting relationships Ability to manage conflict resolution with diplomacy, confidence and emotional intelligence and engage multiple partners Proven ability to work independently Demonstrated commitment and actions in advancing equity, diversity, and inclusion objectives


Assets:5 years of demonstrated experience working in an academic environment Subject matter knowledge of the Department portfolio

Here

'

s What You

'

ll Love

This position is eligible for employee benefits coverage including but not limited to; health, dental and life insurance. The full benefits package will be discussed at the time of offer. A focus on employee wellness with our new Staff Health and Well-being Strategy. Self-care helps us support others. A hospital that welcomes and focuses on Equity, Diversity, and Inclusion. The opportunity to make an impact. Regardless of your role or professional interest, you will be making a difference at SickKids and contributing to our vision of Healthier Children. A Better World*.
For more on why you'll love working at SickKids, visit our careers site.

Employment Type:

Permanent full-time 1.00 FTE 35 hours per week Hybrid working arrangement

Our Commitment to Diversity

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SickKids is committed to championing equity, diversity and inclusion in all that we do, fostering an intentionally inclusive and culturally safe environment that reflects the diversity of the patients, families and communities we serve. Learn more about workplace inclusion.

Accessibility & Accommodation

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If you require accommodation during the application process, please reach out to our aSKHR team. SickKids can provide access and inclusion supports to eligible candidates to support their full engagement during the interview and selection process as well as to ensure candidates are able to perform their duties once successfully hired. If you are invited for an interview and require accommodation, please let us know at the time of your invitation to interview. Information received related to access, inclusion or accommodation will be addressed confidentially.

How To Apply

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