Personal Secretary Personal Secretary

Executive Assistant to the Chair, Division of Neurosurgery

The Division of Neurosurgery, through Sunnybrook Health Sciences Centre, is seeking a highly professional, proactive, and exceptionally organized Executive Assistant (EA) to support the Division Chair in one of Canada’s largest and most complex academic neurosurgery programs.

The EA will serve as the primary administrative partner to the Chair, coordinating leadership activities across multiple hospital sites and the University of Toronto. Act as the main administrative contact for all Chair-related communications with leadership, faculty, institutional partners, and external stakeholders.

Manage the Chair’s academic calendar, in partnership with clinical and research support staff, triaging priorities and coordinating meetings across multiple organizations.

Prepare briefing notes, correspondence, presentations, and executive-level documents.

Organize and support key committees and leadership meetings, including Division Executive, Senior Advisory Committee, Chair’s Council, Finance Committee, as well as faculty meetings, recruitment committees, and strategic working groups.

Prepare agendas, assemble and distribute pre-meeting materials, and record detailed minutes capturing decisions and follow-up actions.

Track and monitor action items, ensuring timely completion and alignment across sites.

Recruitment, Faculty and Trainee Affairs

Coordinate faculty recruitment processes with the University and Hospitals, including participation in interview scheduling, annual and continuing appointment reviews, candidate itineraries, and preparation of appointment and credentialing packages.

Draft, edit, and proof high-quality written materials, including electronic leadership communications, policy documents, reports, presentations, and letters of support and reference.

Maintain a global mailing list and ensure timely, high quality communication with city wide division and external stakeholders.

Plan and execute divisional events such as leadership retreats, faculty meetings, graduation events and key social events as well as strategic planning sessions.

Manage logistics, technology, scheduling, and on-site coordination to ensure seamless execution.

Information & Project Management

Maintain organized, secure electronic filing and manage document flow for the Chair’s office.

Undergraduate degree and minimum 5 years’ experience supporting senior executives in a complex academic or healthcare environment.

Proven ability to manage multiple priorities in a fast-paced setting with minimal supervision.

Superior written and verbal communication skills, with demonstrated experience drafting executive-level materials.

Advanced proficiency with MS Office, Dropbox or similar, Zoom, and related technologies.

Please submit materials to Beverly Tang at beverly.Sunnybrook Health Sciences Centre 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.