Administrative Assistant III - UHN, Toronto

Position summary

The Administrative Assistant III provides comprehensive administrative and operational support to the Princess Margaret (PM) Commercialization team, with a primary focus on supporting team leadership and ensuring the efficient coordination of day-to-day activities. The incumbent is responsible for managing calendars and meetings, maintaining records within the database, supporting agreement administration, monitoring shared communications, and contributing to special projects and portfolio initiatives. The role requires strong organizational skills, excellent customer service, attention to detail, and the ability to manage multiple priorities in a fast-paced, collaborative environment.

Key duties

• Coordinate and manage calendars, meetings, and scheduling activities for the Princess Margaret Commercialization team, with primary responsibility for supporting team leadership and ensuring effective coordination of internal and external meetings.
• Process, track, and maintain agreement records through Adobe Sign and the Wellspring database, ensuring documentation is complete, accurate, and appropriately filed.
• Create, maintain, and update Wellspring records for Licensing Professionals, including supporting the preparation of Confidential Disclosure Agreement (CDA) summary pages and uploading associated documentation.
• Provide administrative support for Innovation Accelerator (IA) Fund activities, including scheduling and coordinating meetings, maintaining records, supporting data entry requirements, and assisting with Wellspring updates.
• Monitor and manage the UHN Commercialization shared inbox, ensuring inquiries are addressed promptly, appropriately routed, and followed through to resolution.
• Serve as the first point of contact for visitors and guests, providing professional front-desk reception services and responding to inquiries in a courteous and customer-focused manner.
• Respond to and redirect requests and inquiries to the appropriate Licensing Professionals and team members, ensuring timely and accurate communication.
• Support the day-to-day operations of the office by maintaining organized administrative processes, coordinating logistics, and contributing to an efficient and professional work environment.
• Assist with departmental projects, initiatives, and operational activities, ensuring assigned tasks and deliverables are completed accurately and within established timelines.
• Provide administrative coverage and support for the Administrative Coordinator during absences, vacations, and periods of increased workload.
• Assist with expense reimbursement processes and related administrative activities for Princess Margaret team leadership.
• Contribute to continuous improvement initiatives by identifying opportunities to enhance administrative processes, record-keeping practices, and team operations.

Skills and experience

• College diploma or university degree in Business Administration, Office Administration, Healthcare Administration, or a related discipline, or an equivalent combination of education and experience.
• Minimum four (4) years of progressively responsible administrative experience, preferably in a healthcare, research, academic, professional services, or technology transfer environment.
• Demonstrated experience managing complex calendars, coordinating meetings, and providing administrative support to managers and senior leaders.
• Experience working with electronic document management systems, databases, and workflow tools. Experience with Wellspring, Adobe Sign, or similar systems is considered an asset.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines with a high degree of accuracy.
• Excellent attention to detail and commitment to maintaining accurate records and documentation.
• Strong interpersonal, verbal, and written communication skills, with a demonstrated ability to interact effectively with a diverse range of internal and external stakeholders.
• Proven customer service orientation and ability to exercise professionalism, tact, discretion, and confidentiality.
• Advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to work independently while contributing effectively within a collaborative team environment.
• Demonstrated problem-solving skills, initiative, and ability to adapt to evolving priorities and operational needs.