Job Description

: Position: Senior Administrative Assistant File #: 2023-31005 Status: Permanent Full-Time Department/Division: Patient Care Services Wage Grid: Admin-Clerical (AC07) $30.29 to $37.83 Site(s): Credit Valley Hospital (with availability to work at all sites as required) Posted: January 5, 2023 Internal Deadline: January 12, 2023
Trillium Health Partners (THP) is one of the largest community-based acute care facilities in Canada Comprised of the Credit Valley Hospital, the Mississauga Hospital, the Queensway Health Centre and the Reactivation Center at Humber. Trillium Health Partners 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 AND SUMMARY
This position reports directly to the Senior Vice President (SVP), Patient Care Services and supports the SVP, a Program Director and their Program. 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 SVP, Program Director and all internal and external stakeholders. You are proactive and able to anticipate the needs of those you support.
RESPONSIBILITIES
Organizes, coordinates and prioritizes daily activities for the SVP, Program Director and Program, 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 SVP 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.

• 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.

• 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.