Baycrest has an opportunity for a

EXECUTIVE ASSISTANT

Position Type: Full-Time Permanent

Shift Type: Day

Bi-Weekly Hours: 70 Hours

Hours of Work: 7 hrs/shift

Posting Number: HR-1-072025

Union: Non-Union

Date Posted: July 18, 2025

Internal Closing Date: July 25, 2025

Job Summary:

The Executive Assistant provides Executive-level support and partnering to the Vice President, Corporate Human Resources, Vice President, Finance and CFO, and Vice President, IT and to senior members of their teams.

Responsibilities include but are not limited to:

• Manages complex electronic calendar/schedule for the assigned Vice-President(s).
  • Takes the lead in organizing meetings, updates with direct reports, events and other functions on behalf of the Vice-President, including: arranging meeting room, teleconferencing, catering, distribution of information, agendas and other materials, communicating with attendees, etc.
  • Coordinates travel arrangements for the Vice-President, including flights, hotel and car reservations; prepares an itinerary of travel plans.
  • Anticipates issues and takes appropriate action to ensure the most effective use of the Vice-President’s time.
  • Advises the Vice-President of incoming priorities on a timely basis, as needed.
  • Monitors incoming e-mails on a timely basis for invitations, meetings, responses required, etc.
• Meeting Management: Coordinates and provides administrative support to committees, task forces, etc. on behalf of the Vice-President(s).
  • Schedules, coordinates logistics (room, catering, audio-visual equipment, etc.), prepares and distributes agendas/materials/documents for committees and other meetings.
  • Attends meetings, records minutes, consolidates all discussions from the meeting attendees and prepares minutes.
  • Follows up on action items from meetings on the Vice-President’s behalf.
  • Collaborates with others, as necessary, to ensure action items are completed in a timely manner.
  • Ensures the Vice-President is prepared for internal/external meetings, i.e., organizing and preparing relevant documentation.
• Document Preparation & Coordination: Provides accurate word-processing support by composing and/or editing a variety of documents, including highly sensitive, confidential correspondence, memoranda, contracts, proposals, presentations, etc.
  • Drafting, editing and distributing correspondence (i.e. minutes, agendas, letters, memos, announcements, presentations, reports, letters of offer, letters of appointment/reappointment, etc.).
  • Produces accurate, organized documents with consideration to deadlines.
  • Proof reads, edits and quality checks all outgoing correspondence.
  • Prepares management and other reports to a high standard.
  • Assists with the preparation of business presentations including text, graphics, charts, tables, overheads, etc.
  • Collects data for analysis; drafts and produces reports of the results.
  • Conducts research, as necessary, in the production of documents, materials, presentations, etc.
  • Keeps track of the documents and spreadsheets prepared by the Vice-President.
• Electronic Data & Paper File Management: Develops and maintains highly-organized electronic and paper filing systems that permit easy reference and rapid retrieval of information and records.
  • Coordinates the receiving, analyzing, distributing and responding to electronic and paper communications to facilitate the flow of information.
  • Ensures compliance with confidentiality and privacy standards and requirements.
  • Ensures electronic and paper files are set up and maintained in a manner that ensures compliance with the provisions of Freedom of Information and Protection of Privacy Act 1990 and its regulations.
  • Manages files related to staff, physicians, clinicians, etc.
  • Disposes of documents/materials, including those of a confidential nature, in accordance with established protocols, i.e. shredding.
• Performs functions that support effective and efficient departmental operations.
  • Supports the Vice-President in the development of budgets.
  • Tracks budget expenditures, including operating and capital expenses.
  • Reviews cost centre reports for charges and reports errors/omissions identified to Financial Services; follows up to resolve outstanding issues
  • Submits ECFs to Human Resources, as required; follows up on issues.
  • Ensures payroll timesheets are accurately completed and submitted in a timely manner.
  • Acts as a link between the Vice-President and other management and staff.
  • Writes and maintains policies and procedures.
  • Supports other assigned personnel.
  • Organizes, manages and orders office supplies.
  • Performs other duties and responsibilities consistent with the job.

Qu****alifications include but are not limited to:

• Diploma in Office Administration – Executive or recognized equivalent.

• Minimum five (5) years related experience in a senior administrative position.

• Previous experience in a non-profit organization, particularly a complex health care facility (Long-Term Care facility or other health care facility) is an asset.

• Substantial experience and a proven track record of delivering continuous improvement.

• Excellent computer and keyboarding skills including a high degree of proficiency in the Microsoft Office suite of software, including Word, Outlook, Excel, PowerPoint and Publisher.

• Knowledge of Freedom of Information and Protection of Privacy Act 1990 requirements.

• Superior verbal, written and listening communication skills.

• Ability to communicate effectively, tactfully and persuasively at all levels of the organization.

• Ability to work effectively with a range of stakeholders.

• Exceptional organizational, planning and time management skills.

• Ability to work under pressure to tight deadlines

• Ability to manage multiple, often competing priorities.

• Ability to thrive in a fast paced, client-focused environment.

• Ability to maintain a flexible schedule.

• Ability to proactively manage work by effectively anticipating priorities and potential deliverables based on an effective partnering relationship with the Vice-President and knowledge of Baycrest's operations.

• Demonstrated ability to work effectively with staff at all levels, including other members of the Senior Management team and their support personnel.

• Excellent proofreading and editing skills.

• Excellent analytical and problem-solving skills.

• High work standards with a ‘total quality’ mindset.

• Strong sense of urgency.

• Good project management skills.

• Ability to exercise discretion, handle sensitive and confidential manner in an appropriate manner and use political savvy.

• Ability to exercise good judgment in recognizing scope of authority.

• Ability to work independently and make sound decisions.

• Ability to perform responsibilities with deliberate speed and accuracy.

• Extremely detailed oriented.

• Flexibility and ability to adapt to changing priorities/situations with ease and composure, including the ability to work additional hours to meet urgent or Board-related deadlines.

Additional Benefits:

• Competitive salary and vacation

• Enrolment in Extended Health and Dental Benefit Plan

• Opportunity to enroll in the Healthcare of Ontario Pension Plan (HOOPP)

• Access to 24/7 Employee Assistance Program

INTERNAL APPLICANTS: Current Baycrest employees must apply online through the Baycrest intranet. Applications submitted through the external careers website will only be considered after the internal application process. If you are a current employee and are unable to access the intranet, please contact Human Resources for assistance.

EXTERNAL APPLICANTS: Please submit your application online by clicking the Apply button below.

Remarkable people of Baycrest are changing the future of brain health and aging.

Thank you for your interest in joining Baycrest. Only those selected for an interview will be contacted.

Baycrest 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 notify Human Resources at recruitment@baycrest.org or 416-785-2500, ext. 2961.

All successful candidates will be required to complete a police reference check/vulnerable sector screen. Such exemptions will be considered on a case-by-case basis.