Position: Senior Administrative Assistant
Status: Temporary Full Time 12- Month Contract
Reports to: Senior Vice President, Patient Care Services
Role Level: Admin/Clerical (AC07) - $33.51 to $41.84 per hour
Site: Credit Valley Hospital (with availability to work at all sites as required)
Hours of Work/Shifts: 37.5 hours per week
Posted: October 30, 2025
Internal Deadline: November 6, 2025
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.
Job Purpose & Summary:
As the Senior Administrative Assistant to the Senior Vice-President (SVP) in Patient Care Services, you play a pivotal role in supporting senior leadership through expert calendar management, meeting coordination, and document preparation. You serve as a trusted point of contact for relevant parties internally and externally, ensuring timely, professional, concise, and accurate communication. Your responsibilities include handling confidential information, preparing executive-level reports, and facilitating the SVP’s engagement in strategic projects. With a proactive approach and strong organizational skills, you contribute to the smooth functioning of the SVP office and help drive operational success across the organization. This role also supports a segment of clinical leadership within the portfolio with calendar and meeting management and other ad-hoc activities as required.
Responsibilities Include:
Organizes, coordinates and prioritizes daily activities for the Senior Vice President, 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 Senior Vice President when communicating with CEOs, Senior Leadership and their assistants at THP and THP Foundation, partner hospitals, private organizations, universities, and other partners and organizations;
On behalf of the Senior Vice President, requests and tracks action items and deliverables from direct reports and support services;
Supports relevant program meetings and committees, 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;
Supports the Chief & Medical Director of Anesthesia along with the Anesthesia department, including preparing and executing meeting materials, preparing agendas, taking minutes, tracking participation, tracking action items, and all aspects of meeting preparation
Maintains relevant files and databases, electronic filing systems, and related communication, including but not limited to the Operational Pulse Dashboard, financial variance reporting system, Qualtrics
Manages the on-call schedule for multiple departments via the Webex system, including editing and inputting data
Coordinates rounding, portfolio meetings, and yearly performance reviews within portfolio;
Manages and monitors payroll data, tracks vacations as required and completes monthly expense reports for the Senior Vice President;
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 Senior Vice President;
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 partners;
Establishes and maintains effective relationships with management, program leadership, professional staff, learners, volunteers, and staff across the organization;
Supports the performance management process for the SVP and their direct reports;
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 may be required;
Travel between all three sites of Trillium Health Partners is required;
Travel to other satellite/affiliated sites may be required
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 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 multitask and prioritize tasks effectively
Proactive thinker with demonstrated ability to apply sound judgement;
Strong problem solving, critical thinking, 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 and ability to pay attention to detail
Self driven, and 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;
Ability to navigate the Operational Pulse dashboard and Qualtrics is an asset;
Excellent technical skills in electronic communication and workgroup technologies such as Microsoft Teams, Slack, SharePoint, Dropbox, and others;
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.
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. 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
