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Sunnybrook Foundation

Executive Assistant


Posted On: April 5, 2022
Closing On: April 18, 2022

Location: 2075 Bayview Avenue, Toronto, ON M4N 3M5
Effective: ASAP
Employment Type: fulltime
Level: intermediate
Salary Range: $63,591- $79,491


Title:                                            Executive Assistant

Department:                            Executive Office

Reporting Relationships:

Reports to: Vice President, Advancement

Sunnybrook Health Sciences Centre is inventing the future of health care and brain sciences with a focus on, trauma, cardiac, stroke, high-risk pregnancy and newborns and cancer. Sunnybrook Foundation exists to raise the awareness and funds required to ensure that Sunnybrook achieves its mission.

The role of the Executive Assistant to the Vice President is to provide support for the effective operations of the organization through the provision of complex and confidential administrative, analytical, research and project management duties. The role requires considerable confidentiality, initiative, tact, and mature and independent judgment.

In addition to supporting the activities of the Vice President, the Executive Assistant provides administrative support for the Executive Directors of Advancement.

Key Responsibilities:

  • Coordinate meetings with donors, staff and volunteers
  • Preparation of correspondence, reports and presentations, including condolence and congratulatory letters
  • Respond to internal and external inquiries regarding correspondence, reports and presentations
  • Maintains VP’s electronic and print files
  • Manages VP and ED’s calendar, travel, expenses and contact list
  • Facilitates and manages internal and external meetings including agendas, briefings, logistical support
  • Prepare monthly expense report
  • Assists VP and other members of the Advancement Team on special projects
  • Records meeting minutes as required
  • Prepare meeting materials, briefing documents and information packages as needed
  • Ability to prepare financial reports and summaries using advanced excel skills.
  • Initiate and track requests for writing and research, as needed
  • Data-entry, filing and prospect information management on Raiser’s edge and Digital Edge as needed
  • Monitor, prompt, prepare, distribute and electronically store Contact Reports generated by VP’s office
  • When necessary book meeting rooms, catering, or arrange refreshments for VP and/or VP’s guests
  • Other duties as assigned

Skills and abilities required:

  • Excellent oral and written communication skills
  • Detail oriented and works with a high degree of accuracy
  • Highly organized and flexible with the ability to manage multiple priorities, tasks and relationships in a fast-paced professional environment
  • Self-directed and able to complete projects with limited supervision
  • Maintains confidentiality without exception
  • Proven ability to plan and coordinate a full range of informal and formal, small and large meetings and events
  • Proven ability to handle sensitive and confidential situations, demonstrate poise, tact and diplomacy
  • Analytical and problem solving skills and proven ability to research and summarize information
  • Proven ability to provide excellent client service
  • High degree of comfort with numbers, balance sheets and preparing materials in excel Ability to prioritize a diverse workload

Position Requirements:

  • College or university degree, or related experience
  • 5+ years assisting senior leaders
  • Advanced knowledge of Microsoft Office software suite including especially I Power Point, Excel and Outlook
  • Knowledge of Raiser’s Edge, Share point and Adobe Professional Suite are assets
  • Interest in healthcare and health sciences research

To Apply:

If you would like to apply for this role, please send a cover letter and a current resume listing your qualifications and experience by April 18, 2022 to foundationHR@sunnybrook.ca

Please quote “Executive Assistant” in the subject line of your e-mail. We thank all applicants in advance. Only those selected for an interview will be contacted.

Sunnybrook Foundation is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (‘AODA’). If you require accommodations for disability during any stage of the recruitment process, please indicate this in your cover letter.

Sunnybrook Foundation is strongly committed to equity, diversity and inclusion within its community and encourages all applicants including but not limited to: Indigenous, Black and other racialized persons, all religions, cultures, and ethnicities, persons with disabilities, LGBTQ2S+ persons and persons of any gender identity and sexual orientation, and everyone who may contribute to the further diversification of ideas.

Please be advised that in order to be eligible for employment at Sunnybrook, all new hires must have received the full series of a COVID-19 vaccine or combination of COVID-19 vaccines approved by Health Canada (e.g., two doses of a two-dose vaccine series, or one dose of a single-dose vaccine series); AND have received the final dose of the COVID-19 vaccine at least 14 days ago. Medical exemptions or any other kind of requested exemption based upon the Hospital’s obligations pursuant to the Ontario Human Rights Code will be considered on a case-by-case basis.