Admin Asst Team Leader

Royal Victoria Regional Health Centre; Barrie; On-site; CAD 50,000 - 70,000; Full time

Job summary

A healthcare provider in Ontario is seeking an Administrative Assistant, Team Lead, to provide high-level support to senior leadership in a fast-paced environment. Responsibilities include managing executive schedules, preparing reports, and coordinating meetings. Ideal candidates will have advanced Microsoft Office skills and a minimum of 3–5 years of administrative experience. This on-site role emphasizes professionalism and confidentiality, particularly in sensitive areas of care.

Qualifications

• Minimum 3–5 years of progressive administrative experience supporting senior-level leadership.
• Demonstrated experience managing executive schedules and competing priorities.
• Experience supporting clinical or health system leadership is an asset.

Responsibilities

• Provide comprehensive executive support to program leadership.
• Prepare and format reports, correspondence, and presentations.
• Coordinate complex meetings with hospital leaders and stakeholders.

Skills

Advanced proficiency in Microsoft Office Suite

Strong organizational skills

Excellent interpersonal skills

Attention to detail

Problem-solving skills

Education

Community College Diploma in a related discipline

Bachelor’s degree in business administration

Completion of a medical terminology course

Tools

Microsoft Office Suite

Meditech

ARIA

Job description

Job Summary

The Administrative Assistant, Team Lead provides high-level, confidential administrative support to the Regional Director for Ontario Health – Cancer Care Ontario, the Operations Director of the Hudson Regional Cancer Program, and associated Clinical Directors, Program Chiefs, Physician Groups, and Program Managers. This position also provides oversight and coordination for Program Administrative Assistants and plays a central role in ensuring the efficient operation of the program.

In coordinating the day-to-day activities of the executive office, the Administrative Assistant is responsible for preparing reports, formatting complex documents, managing schedules, and planning meetings and events. The role actively collaborates with Program Assistants across RVH programs, the Senior Administrative Assistant Team, and the Senior Leadership Team to ensure smooth operations.

A key component of this role is providing administrative support to the Regional End-of-Life Care Program, including Medical Assistance in Dying (MAiD). The successful candidate must demonstrate professionalism, discretion, and comfort when supporting this sensitive area of care.

Key Responsibilities

• Provide comprehensive executive support to the Regional Director, Operations Director, and program leadership, including calendar management, scheduling, travel arrangements, and expense tracking.
• Prepare, edit, and format correspondence, reports, and presentations, ensuring accuracy, professionalism, and confidentiality.
• Support governance and oversight functions, including preparation of board and committee materials, Ontario Health reporting, and strategic planning documentation.
• Coordinate complex meetings with hospital leaders, physician groups, departmental managers, and external stakeholders; prepare agendas, take minutes, and track action items.
• Provide administrative coordination for the End-of-Life Care Program and MAiD, ensuring sensitive communications and information are handled with discretion and compassion.
• Support program operations by organizing and maintaining filing systems, databases, and confidential records.
• Collaborate with Senior Administrative Assistants, Program Assistants, and Senior Leadership to ensure alignment and efficiency.
• Provide oversight, guidance, and coordination support to Program Administrative Assistants within the portfolio.
• Track and monitor projects, deliverables, and program outcomes to support executive decision-making

Education

• Community College Diploma in a related discipline (minimum).
• Bachelor’s degree in business administration or related field (preferred).
• Completion of a medical terminology course or demonstrated comprehension of medical terminology (asset).

Experience

• Minimum 3–5 years of progressive administrative experience supporting senior-level leadership, preferably in a hospital or healthcare environment.
• Demonstrated experience managing executive schedules and competing priorities.
• Experience supporting clinical or health system leadership (asset).
• Familiarity with Meditech and ARIA (oncology information systems) (asset).
• Experience supporting board-level or governance committees (asset).

Competencies

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access, Teams), including strong formatting, reporting, and presentation design skills.
• Demonstrated commitment to confidentiality, including handling sensitive information related to end-of-life care and MAiD.
• Superior multi-tasking, analytical, and problem-solving skills.
• Strong organizational, prioritization, and time management abilities in a fast-paced environment.
• Excellent interpersonal and communication skills, with a high degree of professionalism.
• Ability to draft correspondence and handle routine communications independently.
• Skilled in minute-taking and transcription with attention to detail and accuracy.
• High level of initiative, adaptability, and creativity; a positive, team-oriented “can-do” attitude.

Additional Considerations

• As part of the selection process, candidates will be required to complete Microsoft Office proficiency testing (Word, Excel, PowerPoint, Outlook, Access, Teams).
• This is an on-site position, Monday to Friday.
• While the program endeavors to maintain routine work hours, occasional duties outside of business hours may be required. Opportunities to work from home may be discussed when appropriate.
• We are committed to fostering an inclusive and equitable workplace that reflects the communities we serve. Applications from equity-deserving groups are encouraged.

Equity & Inclusion

RVH is committed to recruitment and selection practices anchored in principles of equity and inclusion that contribute to an anti-oppressive, respectful, and culturally safe workplace.

We invite applications from individuals who belong to groups that have been historically marginalized on the grounds identified by the Ontario Human Right Code, including but not limited to race, disability, age, gender expression, gender identity, sexual orientation, religion, family or marital status, and status as a First Nation, Métis, or Inuk person.

To learn about how RVH is taking steps to create and sustain an equitable, inclusive, accessible and culturally-safe environment, please visit :

Accommodations

RVH is dedicated to ensuring every applicant has a fair and equitable opportunity to demonstrate their knowledge, skills, and abilities throughout our recruitment and selection process. We are continuously working to create an accessible, barrier-free process, and recognize each applicant’s needs are different.

We encourage applicants with a disability or circumstance that could be supported with an accommodation to contact People Recruitment [e-mail].

If you are interested in this position, please apply online before 11 : 00 p.m. EST on the Requisition Close Date. If there is no close date listed above, the requisition will remain open until filled.