Job Description

St. Michael's and Providence Foundation (SMPF) is the exclusive fundraising organization to generate and manage philanthropic funds for St. Michael's Hospital and Providence Healthcare, within Unity Health Toronto. Through multiple lines of fundraising income generation and stewardship activity, SMPF, in conjunction with Unity Health, will define and promote the St. Michael's and Providence brands to maximize philanthropic revenue to fuel their healthcare, research, teaching and health equity missions. We will inspire our communities, local, provincial, national and international, to invest in our organizations' priorities to drive and implement innovation that will equitably support all members of our society to manage and overcome disease and health crises and live healthier lives to create a more inclusive and thriving society. Join us!

POSITION SUMMARY

The Special Assistant is responsible for facilitating the efficient and smooth operation of the President and CEO's office, maintaining the President and CEO's schedule and project managing, overseeing, and/or performing a wide variety of administrative and fundraising support activities on behalf of the President and CEO.


The Special Assistant serves as the primary point of operational and administrative contact for the President and CEO's Office, often on complex and confidential issues as well as overseeing and/or


participating in the coordination, supervision, and completion of special projects and/or events.

RESPONSIBILITIES

Overall project management and coordination of the President and CEO's time and activity, including briefing notes, organization and maintenance of calendar, and coordination of special projects in conjunction with the Chief of Staff. Meeting arrangement and management for the Chief of Staff, CMO and CFO as they relate to Board directors and volunteer committee members. Production of professional, accurate, and complete documentation generated or required by the Senior Management Team in a timely manner, including visual presentations. Preparation of briefing material for the Senior Management Team for meetings and speaking engagements including creation of agendas, briefing documents, compilation of reference material and concise background information. Maintenance of efficient organization and operation of the executive office. Coordination of all travel arrangements for the President and CEO as well as preparation and submission of travel and expense reports for reimbursement. Handling of confidential and non-routine information with appropriate discretion at all times. Act as project manager for special projects at the request of the Senior Management Team. Examples could include planning and coordinating presentations, preparation of briefing materials for the Hospital CEO's donor meetings and disseminating information to staff. Conduct, synthesize, and report on basic research as required by the Senior Management Team. Manage incoming communications (email, phone and mail) for the President & CEO, and track and anticipate deadlines for actions pending to be completed by the President & CEO. Contribute to the promotion of a positive and professional work environment through teamwork and professional conduct demonstrating integrity and respect at all times. Act as an Ambassador throughout the Community, positively representing the Hospital and the Foundation. Compliance with all policies and procedures of Unity Health Toronto and SMPF. Compliance with the Occupational Health and Safety Act, working in a safe manner at all times as well as reporting any incidents that should arise immediately to direct supervisor. Performance of other duties as assigned in order to meet the overall goals and objectives of the Foundation. Demonstrate alignment with the culture and core values of the organization. On an ad-hoc basis, join with Foundation staff colleagues to support various events in day-of logistics and execution.

KNOWLEDGE & SKILLS

University degree. Five or more years of experience providing administrative and/or support to an executive required, with some exposure to the philanthropic or non-profit sector preferred. Extremely organized with excellent attention to detail. Excellent oral and written communication skills. Ability to plan ahead and work within deadlines. Ability to project manage, multi-task, prioritize and follow-through to effectively manage workflow. Ability to proactively identify opportunities to improve the efficiency of the office. Ability to work with minimal supervision while prioritizing own work to handle multiple tasks and ensure established deadlines are met. Good interpersonal skills with the ability to support collegiality in a small office. Strong client service skills; able to diffuse situations with upset donors/public. Ability to be productive when working independently and as a member of a team. Ability to use discretion in maintaining confidentiality of sensitive materials and issues. High level of flexibility and responsiveness. Excellent computer skills, particularly with Microsoft Office and Google products. Demonstrated commitment to and understanding of the mission and values of Unity Health Toronto and St. Michael's Hospital/Providence Healthcare.

Unity Health Toronto is committed to creating an accessible and inclusive organization. We strive to provide a recruitment process that is barrier-free and in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. We understand that you may require an accommodation at any stage of the recruitment process. When you are contacted, please inform the Talent Acquisition Specialist and we will work with you to meet your accommodation needs. We want to emphasize that all accommodation requests are handled with the utmost confidentiality, respecting your privacy and dignity.