Job Administrative Assistant in Toronto

Administrative Assistant

Job description

General Overview

The Administrative Assistant provides a wide variety of administrative support to Program and Department Leadership as well as to the various services under their purview. By partnering with those they support, this incumbent will act as an ambassador of the program or department that they support and Holland Bloorview.

Key Responsibilities

  • Manages calendars, plans and schedules appointments and meetings , Outlook calendaring expertise is a necessary skill-set
  • Collects, organizes, summarizes, edits and prepares reports and correspondence
  • Arranges meetings and conferences including; distribution of data (prepares agenda, distributes minutes etc.), booking rooms, refreshments, registration and travel arrangements
  • Coordinates orientation and training for new staff including the completion of Computer/Telephone Access Forms and Action Forms
  • Provide administrative support for committees and projects as requested
  • Supports the coordination of special events and/or conferences for the program
  • Records and responds to/directs phone calls from clients, families and external services
  • Reconciling corporate Visa accounts, preparing purchase orders and expense reports
  • Registering participants for conferences and arranging travel
  • Enters Team payroll in Meditech
  • Maintains office files, manuals and supplies
  • Participates in quality improvement initiatives, supports the maintenance of a safe and healthy work environment and advances a culture of client/patient safety through work and daily practices
  • Other duties as assigned


  • Graduate of a college program or equivalent
  • Minimum of 3 years administrative experience preferably in a health care setting
  • Exceptional customer service skills with a demonstrated ability to communicate effectively with clients, families, volunteers, visitors and staff
  • Proactive with project coordination skills
  • Strong organizational skills
  • High level of attention to detail and superior problem solving skills
  • Works collaboratively within a team environment
  • Meditech expertise an asset
  • Knowledge of staff scheduling issues and payroll functionality
  • Significantly skilled with MS 2010 Office Products: Excel, Word Power Point, Visio and Outlook able to:
  • Create Word documents with knowledge of formatting and layouts
  • Document process flows
  • Generate Excel spreadsheets
  • Produce PowerPoint presentations
  • Use enhanced MS Outlook calendar management options
  • Ability to use and trouble-shoot with audiovisual equipment
Job Administrative Assistant in Toronto

Holland Bloorview