Executive Assistant

3 weeks ago
Job ID
# Positions
Job Type
Full Time
Job Industry
Government and Public Sector, Healthcare and Medical Services
Career Level
Years of Experience
Mississauga Halton LHIN

Job Description

The Mississauga Halton Local Health Integration Network (LHIN), is one of 14 local organizations that have been created in Ontario to plan, coordinate and fund local health services, including hospitals, community care, long-term care homes, community support service agencies, and mental health and addictions agencies. The Mississauga Halton LHIN is home to more than one million people and its office is located in Oakville, Ontario.

Committed to lead health system coordination and integration for our communities our vision is to move towards a seamless health system promoting optimal health and delivering high quality care when and where needed.   If you are interested in being part of a dynamic team at the Mississauga Halton LHIN, consider the following:


We are currently recruiting an Executive Assistant, Quality and People

Competition #:   FY1718-097

Start Date:   Immediately

Reports to:   Vice President, Quality and People  

Category:   Permanent Full-time

Team:   Quality and People

Current primary assigned location:   Etobicoke Office, 401 The West Mall


Position Outline:

Reporting to the Vice President, Quality and People, the Executive Assistant provides senior-level administrative support to the Vice President and the portfolio. This will include areas of responsibility such as coordination of business requirements under limited supervision to ensure the effective operation and relationship management of the portfolio.

Key accountabilities:

Assistance and Support

  • Prioritizes information, prepares information packages, reports, briefing materials, and background documents for meetings or pending decisions
  • Prepares documents and presentations as required using word processing, data base, and related computer software
  • Acts as a liaison with counterparts across the province, government agencies, and community partners
  • Coordinates all aspects of management, team and other committee meetings; prepares and pre-circulates agenda and support materials for the meetings
  • Takes minutes at management, portfolio and other committee meetings
  • Manages issues, recognizing and bringing forward urgent issues and forwarding to the appropriate parties for resolution; receives/screens and prioritizes communications
  • Prioritizes and manages calendar events/bookings, sets up meetings on his/her behalf and resolves scheduling conflicts
  • Handles logistics, travel arrangements, and accommodations for events, seminars, conferences, meetings, and other engagements
  • Directly responds or coordinates response to requests for information from internal and external parties and/or prepares correspondence for sign-off
  • Directly responds to routine correspondence, reviews and edits correspondence for consistency in style, format
  • Ensures portfolio’s compliance with records management practice and that documents are uploaded to the central document inventory
  • Actively participates in designated projects, supporting logistics as well as assigned project deliverables

  • Conducts general surveys and collects/compiles data on behalf of the Executive as assigned
  • Edits, updates and maintains the intranet/portal content for the department
  • Provides administrative support to portfolio Directors and Managers as required

Board of Directors Sub-Committees

  • Coordinates all logistical elements of committee meetings; prepares and pre-circulates agenda and support materials for all meetings; coordinates arrangements for committees/meetings                                                            
  • Attends and is responsible for minute taking at committee meetings
  • Prepares committee documents, reports, briefing documents, presentations as required using word processing, data base, and related computer software      

Administrative Team Support

  • Possesses a thorough knowledge of the organization’s priorities to ensure efficient dissemination and effective exchange of information throughout the administrative staff; this will be aided by an in depth knowledge of portfolio required operational processes (ROP) and a solid knowledge of the organizational ROPs and the Subject Matter Experts in order to direct work to the appropriate resources
  • Peer lead for administrative staff within the portfolio and acts as a resource, coach and mentor as required
  • Collaborates with the administrative team to ensure the flow and completion of priority organizational work
  • Identifies needs for efficiencies and improvement within administrative processes and monitors outcomes of efficiency processes for reporting and improvement
  • Identifies learning opportunities for administrative staff
  • Ensures and provides coverage as appropriate


Qualifications include:

  • Post-secondary education in business, general administration or related field (or equivalent combination of education and experience)
  • Three (3) to five (5) years job related experience in a senior-level administrative role working with senior level management (i.e. knowledge of the formal and informal protocols and methods of supporting senior management level positions)
  • Experience in a health care setting preferred
  • Adept in the use of MS Office applications (e.g., Word, Excel, Outlook, PowerPoint, Adobe etc.)
  • Understanding and commitment to quality service and best practice
  • Excellent judgment in setting priorities, identifying issues and determining action required. Adept at balancing major concurrent tasks and projects
  • Demonstrated ability to integrate information from a variety of sources into effective briefing material, reports and summaries
  • Demonstrated strong minute taking ability with previous senior level management
  • Demonstrated ability to work under pressure of multiple changing demands and deadlines
  • Ability to deal with issues in a confidential manner
  • Ability to work in a professional manner with a variety of LHIN, Ministry of Health and Long Term Care staff as well as Regional and Municipal government office staff
  • Flexible, adaptable and responsive to change
  • Self-directed with an ability to organize, plan, prioritize and multi-task
  • Demonstrated critical thinking and attention to detail
  • Strong planning and organization skills


To apply for this vacancy please submit a resume with covering letter referencing FY1718-097 via the link above or visit the Mississauga Halton LHIN Career Opportunity page at lhinjobs.ca.  Please note, only those candidates selected for an interview will be contacted.

Mississauga Halton LHIN is a respectful, caring and inclusive workplace, committed to Employment Equity.  We welcome diversity in the workplace, and encourage applications from all qualified individuals including women, members of visible minorities, aboriginal persons, and persons with disabilities.  We will provide accommodations throughout the recruitment and selection and/or assessment process to applicants with disabilities.  Applicants need to make their accommodation needs known when contacted.

To receive any Mississauga Halton LHIN document required by the Accessibility for Ontarians Disability Act (AODA) and its standards, or to receive any public document on our website in an alternate format, please contact our Communications Department at 905-855-9090 or 1-877-336-9090.



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