Executive Assistant to the Chief of Staff

Job Responsibility: : __________________________________________________________________________________________________________________________________________ Position: Executive Assistant to the Chief of Staff File#: 2024-38176 Status: Permanent Full-Time (1) Reports to: Chief of Staff Role Level: Admin/Clerical (AC09) - $38.24 to $47.85 per hour Site: 89 Queensway West (with availability to work at all sites as required) Hours of Work/Shifts: 37.5 hours per week Posted: July 10, 2024 Internal Deadline: July 19, 2024 __________________________________________________________________________________________________________________________________________

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 and the Queensway Health Centre, Trillium Health Partners serves the growing and diverse populations of Mississauga, West Toronto and surrounding communities and is a teaching and research hospital affiliated with the University of Toronto.

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

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 to 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 will 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 and THPF, 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, professional staff, learners, volunteers, 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;
• Travel to other satellite/affiliated sites may be required from time to time;
• Availability to work remotely from home

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 executive level administrative support considered an asset;
• Proven ability to support executive 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;
• Demonstrated ability to multi task and prioritize tasks effectively
• Proactive thinker with demonstrated ability to apply sound judgement;
• Strong problem solving, analytical and conflict resolution skills;
• Proactive with an ability to anticipate needs and require little oversight
• Effective interpersonal, communications skills and ability to successfully build relationships and hold confidential information
• Solutions-oriented with a strong focus on customer service
• Demonstrated ability to collect, analyze and effectively communicate data
• Superior analytical and problem solving abilities
• Ability to work well autonomously and in teams
• Superior writing skills
• Demonstrated ability to develop effective and comprehensive reports and presentations for various audiences, including executives, administrators and clinicians
• Excellent technical skills in the range of Microsoft applications, including Outlook, Word, Excel, PowerPoint, and OneNote;
• Excellent technical skills in electronic communication and workgroup technologies such as Zoom Microsoft Teams, Slack, Sharepoint, Dropbox, and others. Technical skills in reference management software such as Endnote is considered an asset;
• 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;
• Models a positive, inclusive and respectful work environment;
• Ability to link operational practices to business strategies.

Internal Candidates who believe they possess the necessary qualifications and experience for this position and who have been in their current position for at least six (6) months are encouraged to apply. To pursue this career opportunity, please visit our website: Trillium Health Partners is an equal opportunity employer committed to fostering a healthy, safe and respectful environment for healing, based on our values compassion, excellence and courage. To be Better Together, we commit to fostering a respectful workplace culture that promotes a safe and supportive environment for everyone who provides care, supports caregiving, receives care or visits the hospital. 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.