Executive Assistant to the Chair, Division of Neurosurgery - Regular Full-time 2025-15834

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. This role involves high-level executive support, governance coordination, and confidential faculty and HR processes, requiring outstanding judgment, discretion, and communication skills.

Key Responsibilities

Executive & Strategic Support

• 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.

Governance, Committees & Leadership Operations

• 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.

• Maintain confidential faculty and HR-related records and support annual review and appointment processes.

Communications & Executive Documentation

• 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.

Event & Executive Meeting Coordination

• 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.

• Review and prioritize incoming information, identifying items requiring the Chair’s attention and initiating appropriate follow-up.

• Track progress on key divisional initiatives and provide regular updates.

Qualifications

• 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.

• Exceptional organization, accuracy, judgment, and attention to detail.

• Ability to handle sensitive and confidential matters with tact and discretion.

• Strong problem-solving skills and the ability to meet tight deadlines.

Application Process

Interested candidates are invited to submit:

1. A maximum one-page letter

2. Curriculum Vitae

3. Names of two referees

Applications will be accepted until Jan 31, 2026, or until the position has been filled, with interviews held in February 2026. The anticipated start date is negotiable but aiming for Q1 2026.

Please submit materials to Beverly Tang at beverly.tang@sunnybrook.ca

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.