Executive Assistant to The Chief of Staff

2 weeks ago

Mississauga, Canada Trillium Health Partners Full time

**Job Description**:
**Position**:Executive Assistant to the Chief of Staff

**File #**:2023-32015

**Status**:Permanent Full Time

**Department**:Medical Affairs

**Posted**: March 08, 2023

**Internal Deadline**:March 31, 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**

When we set out to build our vision and future, we connected with our community - patients, families, visitors, physicians, staff and volunteers. The foundational goals of our new strategic plan - quality, access and sustainability - anchor everything we do. Our mission for a new kind of health care is built on an inter-connected system of care organized around patients - inside and outside the hospital.

At THP, we are relentless in providing high quality, compassionate care to our communities and take great pride in fostering an inclusive and accessible environment and we are all accountable for contributing to a healthy, safe and respectful environment for healing and promoting excellence in patient care though advancing patient and staff safety. THP is committed to delivering exceptional care today and believes in shaping a healthier tomorrow by enabling people, education, innovation, and research. If you are passionate about what you do, motivated to improve the health of the community, committed to excellence, quality and patient safety we would like you to join our Better Together team

**JOB PURPOSE AND SUMMARY**

This position provides support the Chief of Staff. A high performance, self-motivated individual with exceptional organizational and executive administration 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 stakeholders. You value working as a team, and are proactive, positive and able to anticipate the needs of the executive you support. This role with also work regularly with and as a part of the Medical Affairs team at THP.

**RESPONSIBILITIES INCLUDE**
- Organizes, coordinates and prioritizes daily activities for the Chief of Staff, including but not limited to 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 of Staff when communicating with CEOs, senior leadership and their assistants at THP, partner hospitals, private organizations, universities, and other stakeholder organizations;
- On behalf of the Chief of Staff, requests and tracks action items and deliverables from direct reports and support services including medical leaders and professional staff;
- Supports meetings and committees, including but not limited to the Medical Advisory Committee (MAC), including preparing and executing meeting materials, preparing agendas, taking minutes, tracking participation, tracking action items, and all aspects of meeting preparation, e.g. electronic workspace, room booking and set up, media support;
- Prepares, maintains and tracks the Chief of Staff biography, curriculum vitae, academic appointments, photographs, and publication/presentation repositories for use with internal and external stakeholders.
- Maintains relevant files and databases, electronic filing systems, and related communication;
- Coordinates yearly performance reviews within portfolio;
- Inputs payroll data, tracks vacations as required and completes monthly expense reports for the Chief of Staff;
- 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 of Staff;
- Liaises with members of senior leadership and various departments of the hospital and its philanthropic foundation as necessary;
- Liaises with senior leadership and various stakeholders of collaborating partners and organizations;
- Establishes and maintains effective partnerships with internal and external stakeholders;
- Establishes and maintains effective relationships with management, program leadership, profe

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