Administrative Assistant

Partners Community Health (PCH) is a new not-for-profit organization, focused on bringing healthcare services together around the needs of people living in Mississauga and West Toronto. PCH currently operates two new state-of the-art LTC homes and community hub in West Mississauga.  The new homes have a combined 632-beds and be part of PCH’s larger strategy that introduce innovative and inclusive programs and services and new models of care delivery. PCH is 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: 

The Administrative Assistant provides administrative support to one ore more members of the Partners Community Health leadership team (VP/Physician Leadership).  This role requires a high degree of self-motivation and independence, with exceptional organizational and administrative skills and a demonstrated commitment to customer service. The Administrative Assistant will work in a fast-paced and constantly changing environment and be able to disseminate complex information quickly in order to maintain effective working relationships with the leadership team, as well as internal and external stakeholders.  The role will organize, coordinate, and prioritize the activities of the leaders with whom they support to increase the effectiveness of their work and the department.

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 deliverable 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 approvals from management
• Responsible for 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
• Liaise 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
• Regular full-time position, with flexibility to work outside of regular business hours to meet stakeholder needs as necessary 

Qualifications: 

• College certificate or administrative training equivalent required
• Minimum 1-3 years of experience in a long-term care home (LTCH) or other health care related field (preferred)
• Minimum 3-5 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
• Excellent technical skills in a full Microsoft Office suite, including Word, Excel, and PowerPoint
• 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

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, fosters 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 accommodations 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 Wellbrook Place, the new long-term care homes and seniors hub, click here: https://www.partnerscommunityhealth.ca/wellbrook-place/

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.