Sinai Health is a leading academic health science centre with a provincial, national and international reputation for discovering and delivering life-changing care. Since 2015, we have provided excellent and compassionate care in hospital, community and home. Comprised of Mount Sinai Hospital, Bridgepoint Active Healthcare, the Lunenfeld-Tanenbaum Research Institute and our system partner Circle of Care, we translate scientific breakthroughs, push boundaries for health solutions, and educates future clinical and scientific leaders. Sinai Health is fully committed to a culture of belonging and an inclusive environment that attracts and retains a diverse workforce, at all levels of the organization, that reflects the communities we serve. We welcome applications from racialized persons, women, Indigenous persons, persons with disabilities, 2SLGBTQ+ persons, and those from diverse backgrounds and experiences. If you require accommodation (including, but not limited to, an accessible interview site, alternate format documents, ASL Interpreter, or Assistive Technology) during the recruitment and selection process, please let us know through the Accommodation Phone Line at 416-586-4800, ext. 7050, or email [email protected]. Reporting jointly to the Executive Vice President, Finance, Facilities & Capital Development and the General Counsel, the Executive Assistant provides complete and confidential senior administrative support and effectively manages relationships with key stakeholders, including Board members, Executives, and other senior leaders across the organization. This position acts independently, always demonstrating discretion, sound judgement, and the ability to work in a fast-paced, challenging environment, regularly managing multiple time-sensitive tasks simultaneously. Responsibilities: Understands and anticipates the Executive?s priorities to provide autonomous, advanced, and highly skilled executive support services. Liaises with high profile internal and external stakeholders on behalf of the Executive Manages and maintains confidential information, using tact, diplomacy, and discretion. Provides administrative and project leadership for strategic priorities. Independently creates, formats, and edits time-sensitive and confidential correspondence and other documentation (e.g. presentations, proposals, letters, spreadsheets) for a variety of high profile internal and external audiences. Contract management, file management and coordination of legal file intake, including file opening and closing and organizing files. Ensures efficient day-to-day operations of the Executive?s office; exercises superior judgment in proactively organizing the Executive?s calendar (e.g. coordinates and schedules meetings, conference calls, special events, etc.) involving internal and external senior management and executives with complex schedules. Provides support for Board Committee meetings and certain internal meetings by drafting agendas, preparing and distributing meeting packages, drafting minutes, managing virtual meetings and handling meeting logistics (e.g. boardroom booking, catering, zoom invitations). Coordinates the creation, implementation, standardization, and refinement of all administrative processes. Utilizes up-to-date technology to ensure the most effective and efficient operation of the office. Maintains financial records and expense claims, tracks legal budget and facilitates the timely execution of contracts, agreements, and invoices, etc. Promotes a collaborative work environment and supports colleagues as needed. Performs other relevant duties as required. Job Requirements Successful completion of a post-secondary diploma or certificate in a relevant discipline (e.g. business administration, legal assistant or law clerk) from a recognized educational institution. A minimum of 7 years? experience in a senior Executive Assistant or similar role; preferably in a healthcare setting. Applicants with proven equivalent recent and related training and experience may be considered (e.g. Board governance support; experience reviewing, revising and drafting legal documents, including contracts, memoranda and correspondence under supervision). Proficient at using Microsoft Outlook, Word, Excel, PowerPoint, Visio, and Project; Adobe Software. Demonstrated initiative, with the ability to work in a complex, fast-paced and variable environment, requiring flexibility and frequent extended and/or varied work hours. Proven experience coordinating executive and committee meetings and events, both in-person and virtual, including proficiency with virtual meeting technology (e.g. Zoom). Experience with contract/file management and ability to work with an electronic contract management system. Politically astute, with superior interpersonal and communication skills; recognized for the ability to demonstrate extreme discretion and diplomacy when handling confidential matters and materials at the executive level. Sound judgment and sensitivity in assessing difficult situations; proactive and confident with the ability to develop, foster and maintain relationships at all levels. High level of proficiency and accuracy in written communications, including technical writing and documentation management experience. Exceptional organizational and time management skills with the proven ability to prioritize and manage competing demands. Working knowledge of finance and accounting terminology. Demonstrated satisfactory work performance and attendance history.