Administrative Assistant (Full time)

Thames Valley Family Health Team; Canada; On-site; CAD 30,000 - 60,000; Full time

Job summary

A healthcare organization in Canada is seeking an Administrative Assistant to provide vital administrative support to senior leadership and clinical teams. This role involves managing executive calendars, coordinating meetings, and preparing documents. The ideal candidate will have post-secondary education in administration, strong communication and organizational skills, and 3-5 years of related experience. Proficiency in Microsoft Office Suite is essential. This position is on-site at our support office, offering an hourly rate between $25.21 - $30.74.

Qualifications

• 3–5 years of experience in an administrative or executive support role, preferably in healthcare.
• Valid driver's license and access to a vehicle.
• Ability to manage multiple priorities with discretion and independence.

Responsibilities

• Provide executive administrative support including calendar management and meeting preparation.
• Coordinate team and Health and Safety committee meetings, including agenda preparation.
• Prepare and format documents, reports, presentations, and communication materials.
• Assist with internal communication, project coordination, and administrative planning tasks.

Skills

Organizational skills

Communication skills

Proficiency in Microsoft Office Suite

Time-management

Teamwork

Education

Post-secondary education in Office Administration or related field

Tools

Microsoft Teams

Job description

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Thames Valley Family Health Team (TVFHT) is one of the largest and most comprehensive family health teams in Ontario, serving patients across more than 15 sites in four counties. Our mission is to provide collaborative, patient-centered care through an interprofessional team approach that emphasizes innovation, access, equity, and excellence.

We are currently seeking an Administrative Assistant who thrives in a dynamic, multi-site healthcare environment to provide crucial administrative support to senior leadership and clinical teams. This position will support the operations of TVFHT, with direct executive administrative support provided to the Executive Director of Clinical Services, Director of Quality and Transformation, and the Interprofessional Clinical Leads (ICLs).

This position involves managing executive team calendars, coordinating meetings and events, preparing documents, tracking projects, and providing committee and operational support across the organization. The ideal candidate is highly organized, professional, and capable of managing multiple priorities with discretion and independence.

Requirements:

• Post-secondary education in Office Administration, Healthcare Administration, or related discipline.
• 3–5 years of experience in a similar administrative or executive support role, preferably in healthcare.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Microsoft Teams.
• Strong interpersonal and communication skills (verbal and written).
• Excellent time-management, organizational, and multitasking skills.
• Proven ability to work independently and as part of a team.
• A valid driver’s license and access to a vehicle is required (some travel may be required between sites).
• This position is on site at our support office.

Skills/Abilities:

• Provide executive administrative support including calendar management, meeting preparation, and correspondence handling for Executive Director of Clinical Services, Director of Quality and Transformation, and Interprofessional Clinical Leads.
• Coordinate team and Health and Safety committee meetings, including agenda preparation, minute-taking, and follow-up on action items from the above
• Prepare and format documents, reports, presentations, and communication materials.
• Support onboarding logistics as needed and provide support throughout the student placement process.
• Maintain internal tracking documents, contact lists, and distribution channels.
• Assist with internal communication, project coordination, and administrative planning tasks.
• Act as liaison between clinical teams, leadership, and external stakeholders.
• Ensure confidentiality and professional communication is upheld at all times.

Hourly Rate Range:

$25.2097 - $30.7436

TO APPLY:

Interested candidates are invited to submit a cover letter and a detailed resume by December 23, 2025 at 4pm. The successful candidate will be required to undergo a criminal background check and medical screening. To be eligible to apply you must have a Social Insurance Number and in some cases a valid work permit. While we thank all applicants, only those under consideration will be contacted for an interview.

Thames Valley Family Health Team is an Equal Opportunity employer that is committed to an inclusive, safe, accessible, diverse, and respectful environment for all that is free of discrimination and harassment. We encourage and welcome all applicants including, but not limited to a broad range of cultural, national, and ethnic origins, racial, religious, gender identities and expression, as well as people of all ages, marital/family status, and those with disabilities to apply. Please contact [e-mail] if you require assistance with an accommodation