Position: Communication and Administrative Support Assistant (Bloorview Research Institute)
StatusTemporary Full-time (1.0 FTE)
Start Date: July 13, 2026 (flexible based on candidate availability)
End Date: July 13, 2027 (with possibility of renewal)
Supervisors: Priyanka Shah and Aleena Walji
Program: Bloorview Research Institute
The Communication and Administrative Support Assistant provides essential administrative, clerical, and communications support to the Research Communications and Commercialization Portfolio's of the Bloorview Research Institute. The position ensures the efficient day-to-day operations of the unit through seamless meeting coordination, robust documentation and records management, the upkeep of digital and communications platforms, and comprehensive logistical support for professional events. Operating in a supportive capacity, the incumbent works within established organizational procedures, templates, and priorities.
Key Responsibilities:
General Administrative & Operational Support (25%)
- Coordinate professional calendars and schedule meetings across multiple internal and external stakeholders
- Provide comprehensive meeting support, including booking rooms, preparing and distributing agendas, recording accurate meeting minutes, and systematically tracking action items
- Maintain reliable, current internal records, physical/digital documentation, and trackers to ensure smooth and well-organized daily operations without requiring daily direction
Communications & Content Administration (25%)
- Format, proofread, and edit diverse communication materials, including web content, newsletters, social media posts, and presentations, ensuring strict adherence to approved organizational templates and quality standards
- Upload and distribute approved digital materials across websites, newsletters, and social media tools to support accurate, timely, and consistent branding initiatives
- Correct formatting or data entry errors prior to corporate distribution to safeguard the professional reputation of Holland Bloorview
Digital Platforms & Systems Maintenance (25%)
- Populate, update, and routinely maintain website and internal platform content to ensure digital tools remain reliable and accurate
- Input, track, and manage specialized data across operational systems, including CRM platforms, learning management systems, and internal databases
- Compile and schedule basic digital posts and performance metrics to support departmental reporting and continuous process transparency
Meeting & Event Logistics Coordination (25%)
- Provide comprehensive on-site or virtual logistical support for departmental events, workshops, and large-scale meetings
- Adapt event logistics in real time as requirements, timelines or stakeholder demands change
- Actively recognize process deviations or potential adjustments in the course of regular workflows and bring forward suggestions to improve administrative tracking tools and templates
Minimum Knowledge, Skills & Abilities:
Knowledge
- Education: Minimum of a College Certificate (1-2 years) or College Diploma (3 years) in Office Administration, Communications, Business, or a closely related field
- Experience: Minimum of 2 to 4 years of progressive experience providing administrative, clerical, and communications support within a professional office environment
- Functional Knowledge: Solid working knowledge of standardized administrative practices, records management, digital tooling, and corporate communications practices
Skills
- Technical & Digital Literacy: Proficiency with Microsoft Office Suite, CRM platforms, learning systems, database management, and website content administration tools.
- Senses & Quality Control: High sensory attentiveness and exceptional proofreading skills required for extended periods of screen-based document review.
- Problem Solving: Strong ability to resolve standard scheduling conflicts and troubleshoot well-defined operational bottlenecks by applying standard operating procedures and choosing the best alternative.
Abilities
- Adherence to Standards: Demonstrated ability to rigorously apply templates, corporate guidelines, and established organizational priorities under limited direct supervision.
- Interpersonal & Communication Excellence: Ability to maintain frequent, clear, and professional email and verbal correspondence with internal RPI colleagues, managers, partners, external vendors, and event speakers.
- Adaptability: Ability to manage ongoing environmental interruptions and handle the physical demands of a hybrid office setting, including walking between meetings and conducting light lifting for event materials.
