Senior Administrative Assistant | Temporary Full time | SVP Patient Care AQ | CVH

RESPONSIBILITIES

• Organizes, coordinates and prioritizes daily activities for the VP, Program Director and provides administrative support for Medical Director/Program Chief, 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 VP when communicating with CEOs, senior leadership and their assistants at THP, partner hospitals and Ontario Health;
• Requests and tracks deliverables from direct reports and support services;
• Supports meetings and committees as requested including preparing and executing meeting materials, taking minutes, tracking action items and all aspects of meeting preparation, i.e. room booking and set up, catering and media support;
• Coordinates yearly performance reviews within portfolio;
• Manages and monitors payroll reports, tracks vacations as required and completes monthly expense reports;
• Manages supplies and equipment ordering, invoicing and securing of approvals from management;
• Responsible for device management within the department, including, but not limited to phones, mobile devices, computers, copiers and laptops;
• Manages and tracks document and contract approval and sign-off processes;
• Liaises with members of senior leadership and various departments of the hospital as necessary;
• Establishes and maintains effective partnerships with internal and external stakeholders;
• Establishes and maintains effective relationships with management, program leadership, professional staff 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 stakeholder 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 senior level administrative support;
• Proven ability to support multiple leaders and manage competing priorities.
• Skills and 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 full Microsoft Office suite, including Word, Excel and PowerPoint;
• The 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 stakeholders;
• Positive work ethic and attendance required;
• Ability to link operational practices to business strategies.
• To pursue this career opportunity, please visit our website: www.trilliumhealthpartners.ca
• Candidates are selected on the basis of their skill, ability, experience and qualifications.
• Where these factors are relatively equal seniority shall govern providing the successful applicant.
• 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.
• AND SUMMARY
• This position reports directly to the Vice President, Shah Family Hospital for Women and Children, and provides administrative support for a Program Director and a Medical Director/Program Chief. A high achieving, self-motivated individual with exceptional organizational skills and demonstrated commitment to customer service will excel in this position. You must possess the ability to work in a fast-paced and constantly changing environment and be able to disseminate complex information in order to maintain effective working relationships with the VP, Program Director, Medical Director/Program Chief and all internal and external stakeholders. You are proactive and able to anticipate the needs of those you support.