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Executive Administrative Assistant – Sunnybrook Research Institute – Regular Full-time (203603)

Sunnybrook Health Sciences Centre

This is a Contract position in Toronto, ON posted February 4, 2021.

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Executive Administrative Assistant – Sunnybrook Research Institute – Regular Full-time  (203603) Toronto, ON, CA Posted: 2/4/2021 3:36:02 PM

We currently have Regular Full Time opportunities for Executive Administrative Assistant on the Sunnybrook Research Institute at Sunnybrook.

Hours of Work: Monday- Friday; Flexibility Required

Summary of Duties

Reporting to the Vice President, Research and Innovation (VPRI), the Executive Administrative Assistant is responsible for:

  • Responsible for providing a wide range of administrative and project supports to the Vice President, Research and Innovation (VPRI)
  • Require to be the primary contact and liaison on behalf of the VPRI’s office, including research committees, Board of Directors subcommittee, the healthcare community, and other key stakeholders
  • Organizes and supports Sunnybrook Board of Directors Subcommittee, Common Research and Development Committee (CRDC), Research Executive Committee (REC); schedule monthly meetings, draft and send out agenda/meeting materials, take complex meeting minutes, other administrative support as requested
  • Facilitate communications between internal teams and external stakeholders
  • Collaborate with internal teams in organizing events/meetings/projects that require the VPRI’s involvement
  • Creating, gathering, and proofreading documents on behalf of VPRI
  • Responsible for managing highly confidential and sensitive information including Human Resources matters
  • Support VPRI’s schedule and calendar management including directing and coordinating daily priorities, appointments, tasks, meetings, deadlines
  • Prioritize requests for the VPRI: daily review, coordination and anticipation of VPRI’s needs
  • Schedule, develop agendas, coordinate and organize meetings
  • Review all incoming material, determining priority and following up as needed to resolve problems and ensure integration of activity
  • Responsible for coordinating and implementing the SRI Summer Student Program; recruitment of review committee, review and assemble application packages, prepare funding letters, organize final poster day etc.
  • Organize and establish fiscal administration for processing approved invoices for payment, reconciliation of corporate credit card and personal credit card for VPRI office expenses, follow up and ensure submission is completed appropriately
  • Coordinates the VPRI’s conference and travel arrangements
  • Establish and maintain a central filing system for external, internal and archival information, also to update files, database, records and other documents


  • Minimum five (5) years of demonstrated experience supporting a Senior Level Executive
  • Undergraduate degree in a related discipline required or equivalent experience at an executive level
  • Proven success in providing superior service and support in a busy, demanding environment
  • Required to represent the Office of the Vice President, Research and Innovation, in a professional, customer-focused manner
  • Ability to function with limited direction and able to work independently using initiative and good judgment
  • Strong analytical and problem-solving skills
  • Demonstrate excellence in drafting communications, documents and presentations
  • Advanced knowledge of MS Office, SharePoint, Zoom and other business tools and technologies
  • Demonstrated initiative, accuracy, leadership and meticulous attention to detail
  • Exceptional relationship management skills and the ability to build and grow connections
  • Demonstrated judgment, tact, discretion and ability to handle complex matters of a sensitive and confidential nature
  • Ability to organize a heavy and fluctuating workload in a changing environment. Ability to work under pressure and to meet deadlines
  • Demonstrated record of good performance and acceptable attendance will be considered as part of the selection criteria

Qualified candidates are invited to submit their resume and cover letter (including your salary expectations) in one document quoting 203603 to:

Human Resources
Sunnybrook Health Sciences Centre

To apply, please click ”Apply for Position” at the bottom of this page.

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

Sunnybrook Research Institute is strongly committed to inclusion and diversity within its community and welcomes all applicants including but not limited to: visible minorities, all religions and ethnicities, persons with disabilities, LGBTQ persons, and all others who may contribute to the further diversification of ideas.

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