Position Summary:
Looking to take the next step in your administrative career within a fast-paced health care environment? Join Mackenzie Health, where your work directly supports leaders shaping both how we communicate and how we deliver care.
As an Administrative Assistant to the Communications and Public Affairs team and Medicine Program, you’ll work in a unique dual-portfolio role where priorities may shift, and no two days are the same. You’ll co-ordinate meetings, organize schedules, prepare materials, provide logistical support for corporate events, and help keep daily operations across both portfolios running smoothly. This role is ideal for someone who thrives on being organized and one step ahead — anticipating needs before they arise, solving problems independently and ensuring nothing falls through the cracks. You’ll handle sensitive information with discretion, bring a high level of accuracy to your work, and contribute to a culture of professionalism and excellence across both teams.
More than just administrative support, this is a role where your initiative and ability to manage competing priorities will help leaders focus on what matters most — advancing communications priorities and supporting excellence in clinical care.
Primary Responsibilities
- Provide high-quality administrative support to the Director of Communications and Public Affairs and the Director of Medicine, including calendar management.
- Proactively anticipate scheduling conflicts, administrative needs and operational challenges, implementing timely solutions to support smooth portfolio operations.
- Co-ordinate meetings, book rooms and manage general administrative duties including mailings, filing, file maintenance, copying, mail/couriers and ordering of supplies.
- Track deadlines, action items and key deliverables to ensure timely follow-up and execution.
- Invoice, billing, contract and expense reconciliation.
- Complete timekeeping and payroll for the Communications and Public Affairs and Medicine teams.
- Respond to inquiries to the Communications and Public Affairs email inbox with professionalism and efficiency.
- Assist internal stakeholders with content requests for the intranet and digital screens.
- Assist with internal presentations, briefing notes or other materials as assigned.
- Support the Director of Communications and Public Affairs and/or the Director of Medicine with minute-taking and providing concise meeting minutes as required.
- Provide logistical support and co-ordination of key corporate events and initiatives.
- Ensure leaders are well-prepared through organized documentation, meeting preparation and follow-up co-ordination.
Education
- A combination of education and experience in office administration, including successful completion of a diploma or degree in office administration or a related field.
Qualifications
- Strong ability to collaborate effectively and work in a team-based environment.
- High computer proficiency using Office365 including Microsoft Word, Excel, PowerPoint/Pages, Outlook, and SharePoint.
- Skilled at staying organized and on top of multiple priorities and deadlines in a dynamic work environment.
- Demonstrated ability to work independently, anticipate needs and take initiative in a fast-paced environment.
- Strong critical thinking and problem-solving skills with the ability to identify issues and contribute practical solutions.
- Proficient minute-taker with the ability to prepare high-quality concise meeting minutes in a real-time situation.
- Excellent written and verbal communication skills and experience working with individuals with complex and demanding schedules.
- Exceptional time-management skills, efficiency and follow-through.
- Ability to exercise tact, diplomacy and professionalism in dealing with inquiries and requests for information from external and internal stakeholders.
- Demonstrated proactivity, resourcefulness and adaptability, with a high degree of accuracy and minimal supervision.
- Ability to maintain confidentiality and manage sensitive information with discretion.
- Professional and customer-service oriented with an ability to work with individuals across all levels of the organization.
- Demonstrated behaviours consistent with Mackenzie Health’s Commitment to Caring and Values – Excellence Leadership and Empathy.
- Demonstrated understanding and compliance with patient and staff safety policies and procedures that foster a safe and inclusive environment for all.
- Ability to work onsite at Cortellucci Vaughan Hospital and Mackenzie Richmond Hill Hospital as required each week and agreed upon with the Directors of each portfolio. Occasional travel to community-based locations may also be required.
*A vehicle is required to travel between sites.
*You may be required to work at any site of Mackenzie Health
