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Senior Administrative Assistant

2 months ago

Mississauga, Ontario, Canada Trillium Health Partners Full time

Job Title: Senior Administrative Assistant

Job Summary:

This is a senior-level administrative position that provides high-level support to the Executive Vice President/Chief Operating Officer. The successful candidate will have exceptional organizational and administrative skills, with a proven ability to work independently and proactively with minimal direction.

Key Responsibilities:

  • Organize and coordinate daily activities, including calendar management, scheduling meetings, and administrative oversight.
  • Prepare and edit executive-level communications, briefing notes, and PowerPoint presentations.
  • Represent the office of the Chief Operating Officer in communicating with CEOs, Senior Leadership, and their assistants at Trillium Health Partners and partner hospitals.
  • Support the Finance and Audit Board Sub-committee, including preparing meeting materials, agendas, minutes, and tracking action items.
  • Coordinate rounding, portfolio meetings, and annual performance reviews within the portfolio.
  • Manage payroll data, track vacations, and complete monthly expense reports for the Chief Operating Officer.
  • Manage supplies and equipment ordering, invoicing, and securing approvals from management.
  • Coordinate device management, including phones, mobile devices, computers, copiers, and laptops.
  • Manage and track document and contract approval and sign-off processes for the Chief Operating Officer.
  • Liaise with members of senior leadership and various departments of the hospital and its philanthropic foundation as necessary.
  • Establish and maintain effective partnerships with internal and external partners.
  • Establish and maintain effective relationships with management, program leadership, professional staff, learners, volunteers, and staff across the organization.

Requirements:

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

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 judgment.
  • Strong problem-solving, analytical, and conflict resolution skills.
  • Excellent technical skills in Microsoft applications, including Outlook, Word, Excel, and PowerPoint.
  • Excellent technical skills in electronic communication and workgroup technologies, such as Zoom, Microsoft Teams, Slack, Sharepoint, and Dropbox.
  • 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.