Senior Administrative Assistant - Reporting to Executive Vice President & Chief Operating Officer

Job Description

Position : Senior Administrative Assistant

Job ID : 2024-37995

Status : Permanent Full Time (1)

Reports to : Executive Vice President & Chief Operating Officer

Role Level : Admin / Clerical (AC07) - $32.53 to $40.62 per hour

Site : 89 Queensway West (with availability to work at all sites as required)

Hours of Work : 37.5 per week

Posted : July 2, 2024

Internal Deadline : July 16, 2024

Trillium Health Partners (THP) is one of the largest community-based acute care facilities in Canada. THP is comprised of the Credit Valley Hospital, the Mississauga Hospital, the Queensway Health Centre, and the Reactivation Care Center at Humber.

THP serves the growing and diverse populations of Mississauga, West Toronto and surrounding communities and is a teaching hospital affiliated with the University of Toronto.

Our Mission : A New Kind of Health Care for a Healthier Community

Our Values : Compassion, Excellence, Courage

Our Goals : Quality, Access, Sustainability

Our Enablers : People, Education, Innovation, Research

Job Purpose & Summary :

This position supports the Executive Vice President / Chief Operating Officer. A high performance, self- motivated individual with exceptional organizational and administrative skills and demonstrated commitment to customer service will excel in this position.

You thrive in a fast-paced and constantly changing and learning environment and are able to disseminate complex information quickly while maintaining effective working relationships with internal and external partners.

You value working as a team, are proactive, dynamic and able to anticipate the needs of those you support.

Responsibilities Include :

• Organizes, coordinates and prioritizes daily activities, including detailed daily calendar management, scheduling meetings and day to day administrative oversight;
• Prepares and edits executive level communications, briefing notes and PowerPoint presentations;
• Represents the office of the Chief Operating Officer when communicating with CEOs, Senior Leadership and their assistants at THP, partner hospitals and organizations;
• On behalf of the Chief Operating Officer, requests and tracks action items and deliverables from direct reports and support services;
• Supports the Finance and Audit Board Sub-committee including preparing and executing meeting materials, preparing agendas, taking minutes, tracking participation, tracking action items, and all aspects of meeting preparation (g.
• electronic workspace, room booking and set up, and media support);
• Supports other meetings and committees as requested including preparing and executing meeting materials, preparing agendas, taking minutes, tracking participation, tracking action items, and all aspects of meeting preparation;
• Coordinates rounding, portfolio meetings, and annual performance reviews within portfolio;
• Manages and monitors payroll data, tracks vacations as required and completes monthly expense reports for the Chief Operating Officer;
• Manages supplies and equipment ordering, invoicing and securing of approvals from management;
• Coordinates device management as required, including, but not limited to phones, mobile devices, computers, copiers and laptops;
• Manages and tracks document and contract approval and sign-off processes for the Chief Operating Officer;
• Liaises with members of senior leadership and various departments of the hospital and its philanthropic foundation as necessary;
• Establishes and maintains effective partnerships with internal and external partners;
• Establishes and maintains effective relationships with management, program leadership, professional staff, learners, volunteers, and staff across the organization;
• Other duties and special projects to support the programs within the portfolio may be assigned from time to time;
• Regular full time position, with flexibility to work outside of regular business hours to meet partner needs as necessary;
• Travel between all three sites of Trillium Health Partners is required.

Job Specifications :

Knowledge & Experience

• College certificate or administrative training equivalent required;
• Minimum 3 to 5 years of experience in a hospital or other health care related field;
• Minimum 5 to 7 years of experience in providing executive level administrative support;
• Proven ability to support Board committees.

Skills & Abilities

• Strong ability to work independently and proactively with minimal direction;
• Strong verbal, written, interpersonal and customer service communication skills;
• Exceptional time management, organizational and prioritization skills;
• Proactive thinker with demonstrated ability to apply sound judgement;
• Strong problem solving, analytical and conflict resolution skills;
• Excellent technical skills in the range of Microsoft applications, including Outlook, Word, Excel, PowerPoint;
• Excellent technical skills in electronic communication and workgroup technologies such as Zoom, Microsoft Teams, Slack, Sharepoint, Dropbox and others;
• Ability to function effectively during periods of rapid change and transition;
• Ability to anticipate needs and prioritize competing priorities efficiently;
• Ability to build and maintain relationships with key internal and external partners;
• Positive work ethic and attendance required;
• Models a positive, inclusive and respectful work environment;
• Ability to link operational practices to business.

Internal candidates who believe they possess the necessary qualifications and experience for this position and who have been in their current position for at least six (6) months are encouraged to apply.

Trillium Health Partners’ (THP) is an equal opportunity employer who values the importance of antiracism work and is committed to integrating antiracism, diversity, equity and inclusion best practices throughout THP operations, policies and culture.

Therefore, we ask that even if you do not see yourself fully reflected in every job requirement listed on this posting, we still encourage you to reach out and apply.

Research has shown that candidates from underrepresented groups often only apply when they feel 100% qualified. We encourage all applicants who are members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code based on race, gender identity or expression, sex, sexual orientation, disability, political belief, religion, marital or family status, age, and / or status as a First Nations, Métis or Inuk / Inuit person to consider this opportunity.

In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities.

If selected to participate in the recruitment and selection process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

Trillium Health Partners is identified under the French Language Services Act.

We thank all those who apply but only those selected for further consideration will be contacted.