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Executive Administrative Coordinator

2 months ago

Mississauga, Ontario, Canada Trillium Health Partners Full time

Job Description

Position: Senior Administrative Assistant

Job ID:

Status: Permanent Full Time
Reports to: Executive Vice President & Chief Operating Officer

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

Hours of Work: 37.5 per week

Trillium Health Partners (THP) stands as a leading community-based acute care institution in Canada, comprising several hospitals and health centers. THP is dedicated to serving diverse populations and is affiliated with a prominent university.

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

Values: Compassion, Excellence, Courage

Goals: Quality, Access, Sustainability

Enablers: People, Education, Innovation, Research

Job Purpose & Summary:

This role is designed to provide comprehensive support to the Executive Vice President/Chief Operating Officer. The ideal candidate will be a proactive, high-performing individual with outstanding organizational and administrative capabilities, committed to delivering exceptional customer service. You will excel in a dynamic and fast-paced environment, effectively managing complex information while fostering productive relationships with both internal and external stakeholders. A strong team player, you will anticipate the needs of those you support and demonstrate a proactive approach to your responsibilities.

Key Responsibilities Include:

  • Organizing and prioritizing daily tasks, including meticulous calendar management and meeting scheduling;
  • Drafting and refining executive-level communications, briefing documents, and presentations;
  • Acting as a representative for the Chief Operating Officer in communications with senior leadership and external partners;
  • Tracking action items and deliverables from direct reports and support services;
  • Assisting with Finance and Audit Board Sub-committee activities, including meeting preparation and documentation;
  • Supporting various meetings and committees with necessary materials and documentation;
  • Coordinating performance reviews and portfolio meetings;
  • Managing payroll data and expense reporting for the Chief Operating Officer;
  • Overseeing supply and equipment orders, including invoicing and approvals;
  • Handling device management for office technology;
  • Monitoring document and contract approval processes;
  • Collaborating with senior leadership and various departments as needed;
  • Establishing effective partnerships with internal and external stakeholders;
  • Other duties and special projects as assigned;
  • Flexibility to work outside regular hours as required;
  • Travel between various sites may be necessary.

Job Specifications:

Knowledge & Experience

  • Required: College certificate or equivalent administrative training;
  • Minimum of 3 to 5 years in a healthcare environment;
  • At least 5 to 7 years of experience in executive administrative support;
  • Proven capability in supporting Board committees.

Skills & Abilities

  • Ability to work independently and proactively;
  • Strong verbal, written, and interpersonal communication skills;
  • Exceptional time management and organizational skills;
  • Proactive thinker with sound judgment;
  • Strong problem-solving and analytical skills;
  • Proficiency in Microsoft Office applications;
  • Familiarity with electronic communication tools;
  • Ability to adapt during periods of change;
  • Capacity to prioritize competing demands effectively;
  • Strong relationship-building skills;
  • Positive work ethic and attendance;
  • Commitment to fostering an inclusive work environment;
  • Ability to connect operational practices to business objectives.

Trillium Health Partners is an equal opportunity employer committed to diversity and inclusion. We encourage all qualified candidates to apply, including those from underrepresented groups.

Accommodations will be provided throughout the recruitment process for applicants with disabilities. Please inform Human Resources of any specific accommodations required.

All personal information is collected under the authority of applicable privacy legislation.

We appreciate all applications; however, only those selected for further consideration will be contacted.