Find your next opportunity

Job details

Position: Senior Administrative Assistant Dept.    Performance, IS Services and Clinical Systems & Informatics Posting ID:  8046 Role level:  Administrative Clerical (AC07) $35.30hr-$44.07hr Status: Permanent Full Time Site: Credit Valley Hospital Posted:  August 26-2026 Internal Deadline:  September 9-2026 Trillium Health Partners is one of Canada’s largest community-based teaching hospitals, serving the growing and diverse populations of Mississauga, West Toronto, and surrounding communities through the Credit Valley Hospital, the Mississauga Hospital, the Queensway Health Centre, the Reactivation care Centre (Church Site) and the new THP-UHN Reactivation Care Centre. Guided by our values of compassion, excellence, and courage, and through our strategic roadmap, Plan to 2030 [https://strategy.thp.ca/], we are creating a new kind of health care - defined not by illness, but by the health and well-being of people and communities. RESPONSIBILITIES INCLUDE * Organizes, coordinates and prioritizes daily activities for the CHIO, CTSO and Medical Director, THP Solutions as needed including detailed daily calendar management, scheduling meetings and day to day administrative oversight; * Prepares and edits executive level communications, briefing notes and PowerPoint presentations, with familiarity or experience working with technical teams or has business acumen related to data and analytics, and digital health; * Represents the CHIO, CTSO and Medical Director, THP Solutions portfolios when communicating with senior leadership, other Departments and their assistants at THP, partner hospitals and stakeholder organizations; * On behalf of the CHIO, CTSO and Medical Director, THP Solutions, 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/zoom booking and set up, catering and media support; * Manage and set up meeting rooms, including setting update AV equipment (including MS Teams and Zoom). * Coordinates rounding, portfolio and department meetings, huddles and yearly performance reviews, retreats and portfolio social/wellness/team building events within portfolio; * Manage and set up in-person and virtual Portfolio retreats, team building activities and social events, including leading, preparing and executing all communications and materials. * Support members of the portfolio with questions regarding administrative, Portfolio space, supplies and payroll matters. Responsibilities include the completion of payroll on a biweekly basis. * Supports the portfolios’ Leadership team and is a key member on the team for driving a positive, respectful, collaborative and fun team environment with a focus on wellness and diversity and inclusivity. * Coordinates the dissemination of key reports to internal and external stakeholders per the Portfolio’s reporting and submission schedule. * Manages and monitors payroll reports, tracks vacations as required and completes monthly expense reports for the CHIO, CTSO and Medical Director, THP Solutions as needed; * Manages supplies and equipment ordering, invoicing and securing of approvals from management; * Responsible for device management within the portfolio, including, but not limited to phones, mobile devices, computers, copiers and laptops; * Manages and tracks document and contract approval and sign-off processes for CHIO, CTSO and Medical Director, THP Solutions as applicable; * 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. JOB SPECIFICATIONS Knowledge & Experience * Undergraduate or graduate degree within relevant field is preferred; * Experience in a hospital or other health care or health informatics related field preferred; * Experience in data and analytics or digital health considered an asset; * Experience in providing senior level administrative support preferred; * Proven ability to support multiple leaders and manage competing priorities including daily operations while displaying a high-level of responsibility, professionalism, and judgment. Skills and Abilities * Strong ability to work independently and pro-actively with minimal direction; * Superior verbal, written, interpersonal and customer service communication and presentation building skills; * Exceptional time management, organizational and prioritization skills; * An expert in Microsoft 365 Suite, including MS Teams, Excel, PowerPoint, Outlook and Word; * Familiarity with or willingness to learn about data and analytics, digital health and technology; * Proactive thinker with demonstrated ability to apply sound judgement; * Strong problem solving, critical thinking, analytical and conflict resolution skills; * The ability to function effectively during periods of rapid change and transition; * Ability to anticipate the needs of the Leaders and prioritize competing priorities efficiently; * Able to manage multiple priorities simultaneously and meet the time demands of unpredictable activities, capable of handling pressure and challenges in a dynamic business environment; * 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, and demonstrated sound judgement and a passion for good governance; * Project management skill; * Ability to travel across sites as required. To pursue this career opportunity, please visit our website: www.trilliumhealthpartners.ca [http://www.trilliumhealthpartners.ca/] Candidates are selected on the basis of their skill, ability, experience, and qualifications. Where these factors are relatively equal seniority shall govern providing the successful applicant. Trillium Health Partners’ (THP) is an equal opportunity employer who values the importance of antiracism work and is committed to integrating antiracism, diversity, equity and inclusion best practices throughout THP operations, policies and culture. Therefore, we ask that even if you do not see yourself fully reflected in every job requirement listed on this posting, we still encourage you to reach out and apply. Research has shown that candidates from underrepresented groups often only apply when they feel 100% qualified. We encourage all applicants who are members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code based on race, gender identity or expression, sex, sexual orientation, disability, political belief, religion, marital or family status, age, and/or status as a First Nations, Métis or Inuk/Inuit person to consider this opportunity. 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. Our organization may use automated tools, including artificial intelligence (AI) or algorithm-assisted systems, to support the initial review of applications. These tools are used only to assist our recruiters and hiring managers; all hiring decisions include meaningful human involvement and final review. 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.

What you’ll do

The Senior Administrative Assistant organizes and prioritizes daily activities for senior leadership, including calendar management, meeting coordination, and executive communication. They also manage administrative operations such as payroll, supply ordering, device management, and document approval processes.

Requirements

Candidates should possess an undergraduate or graduate degree in a relevant field and experience in senior-level administrative support, preferably within a healthcare or informatics environment. Proficiency in Microsoft 365 and strong organizational, communication, and problem-solving skills are essential for this role.

Listed skills

• Time management · Preferred
• Project management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar management
• Executive communication
• Meeting coordination
• Payroll administration
• Microsoft 365
• Data and analytics
• Digital health
• Project management
• Time management
• Organizational skills
• Conflict resolution
• Critical thinking
• Stakeholder management
• Technical support
• Document control
• Payroll Reporting
• Calendar Management
• Courage
• Administrative Support
• Strategic Roadmaps
• Support Services
• Professionalism
• Hospital Experience
• Expense Reports
• Willingness To Learn
• Zoom (Video Conferencing Tool)
• Strong Work Ethic
• Compassion
• Microsoft Teams
• Microsoft Excel
• Research
• Artificial Intelligence
• Algorithms
• Teaching
• Health Informatics
• Business Acumen
• Management
• Clerical Works
• Customer Service
• Clinical Systems And Networks
• Communication
• Conflict Resolution
• Critical Thinking
• Device Management
• Disabilities
• Dynamic Business Process Management
• French Language
• Good Governance
• Leadership
• Invoicing

Job areas

• Administrative
• Healthcare
• Management & Leadership
• Data & Analytics
• Technology
• Operations Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive