Executive Assistant jobs in Canada

Administrative Assistant – Partners Community Health

Partners Community Health (PCH) is a not-for-profit, charitable organization, focused on bringing healthcare services together around the needs of people living in Mississauga and West Toronto. PCH operates two new state-of-the-art LTC homes and Integrated Seniors’ Hub in West Mississauga. The new homes have a combined 632-beds and are part of PCH’s larger strategy that will introduce innovative and inclusive programs and services and new models of care delivery. PCH is also committed to building partnerships and connections that put people first, as well as a learning and leading healthcare community that provides best in class service across the aging continuum.

Position Summary:

Partners Community Health (PCH) is seeking an Administrative Assistant to support members of PCH’s leadership team. A high performing, self-motivated individual with exceptional organizational and administrative skills and demonstrated commitment to customer service will excel in this position. You possess the ability to work in a fast-paced and constantly changing environment and are able to disseminate complex information quickly in order to maintain effective working relationships with the President, executive team, and internal and external stakeholders. You are proactive, dynamic and able to anticipate the needs of those you support.

This is an exciting opportunity to join a growing organization for someone who is highly self-motivated, passionate, delivers results and excels in relationship-building.

This position functions in a hybrid work environment and will be expected to come on-site as needed.

Key Responsibilities:

Organizes, coordinates, and prioritizes daily activities for the directors including 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 leadership team when communicating with internal and external stakeholders.

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 booking and set up, catering and media support.

Coordinates yearly performance reviews for leaders.

Manages and monitors payroll reports, tracks vacations as required and completes monthly expense reports for the Directors.

Manages supplies and equipment ordering, invoicing, and securing of approvals from management.

Supports device management within the department, 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 Directors.

Liaises with members of senior leadership and various departments across PCH as necessary.

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 may be assigned from time to time.

Qualifications:

College certificate or administrative training equivalent required.

Minimum 3 years of experience in a long-term care home (LTCH) or other health care related field.

Excellent technical skills in full Microsoft Office suite, including Word, Excel, and PowerPoint.

Minimum 3 years of experience in providing senior level administrative support.

Proven ability to support multiple leaders and manage competing priorities.

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 judgement.

Strong problem solving, analytical and conflict resolution skills.

The 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.

Models a positive, inclusive, and respectful work environment.

Satisfactory Criminal Reference Check (with vulnerable sector screen) result

PCH is an equal opportunity employer and is committed to Equity, Diversity, Inclusion and Anti-Racism. We believe diverse and inclusive teams support strong decision making, foster a culture of belonging and allows us to better serve our people, residents, and community. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, we are committed to providing accommodation and will work with employees to meet their needs through the recruitment process. If you are a person with a disability and require assistance during the application process, please let us know. We embrace an inclusive work environment and welcome members of all backgrounds, experiences, and perspectives to apply.

To learn more about PCH, visit our website here: https://partnerscommunityhealth.ca/

To learn more about the homes and Integrated Seniors’ Hub, visit here: https://partnerscommunityhealth.ca/wellbrook-place/

All staff will be required to provide proof of full vaccination with a COVID-19 vaccine, with the exception of those who have an approved medical exemption or accommodation.

Applicants must be eligible to work in Canada. We would like to thank all applicants for their interest in this position, however, only those selected for an interview will be contacted.