Administrative Assistant, Office of the CEO

Hamilton Health Sciences Foundation; Hamilton; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading healthcare organization in Hamilton is seeking a highly organized Administrative Assistant to provide support to the Office of the CEO. This contract position requires excellent organizational and interpersonal skills to manage a dynamic workload, including coordinating meetings and preparing documents. The ideal candidate is detail-oriented and has experience in customer service and office administration. The role offers competitive compensation and a supportive work environment focused on inclusivity and professional development.

Benefits

Competitive salary

Professional development support

16% in lieu of benefits

Qualifications

• 1 year of related experience in customer service and office administration.
• Ability to communicate clearly and efficiently.
• Exceptional writing and editing skills.
• Self-directed and proactive.

Responsibilities

• Provide specialized support to the Office of the CEO.
• Coordinate calendars and meetings.
• Serve as point of contact for incoming inquiries.

Skills

Organizational skills

Customer service

Interpersonal skills

Problem-solving skills

Attention to detail

Education

Post-secondary degree/diploma or equivalent relevant experience

Tools

Microsoft Office 365

Raiser’s Edge/NXT

Job description

Administrative Assistant, Office of the CEO

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We are seeking a highly organized and proactive Administrative Assistant to join our team, on a 12 month contract. In this role, you will provide specialized support to the Office of the CEO with expanded collaborative support across the entire Foundation. Your work will be key to advancing our Foundation’s strategic fundraising goals by keeping operations running smoothly and ensuring stakeholders receive an exceptional experience. You will thrive in this position if you enjoy managing a dynamic workload, from coordinating calendars and meetings to preparing documents and supporting board-related activities. You will also serve as the first point of contact for incoming inquiries, offering donor-centric service and ensuring a warm, professional welcome for all who connect with the Foundation.

The successful candidate is detail-oriented, resourceful, and comfortable balancing multiple priorities in a fast-paced, mission-driven environment. You are as confident handling confidential materials as you are coordinating event logistics, board activities and updating donor information. At the Foundation, culture is everything—we value inclusivity, curiosity, collaboration, and integrity. If you are motivated by the chance to make a meaningful impact and enjoy being at the center of a team’s success, this role is for you.

Qualifications:

• Post-secondary degree/diploma or equivalent relevant experience in office administration
• One (1) year of related experience in customer service, calendar management, logistical support and general office administration
• Ability to communicate in a clear and efficient manner
• Exceptional writing and editing skills, with the ability to condense and package information in a visually appealing and logical manner
• Superior organization, time-management skills, with ability to manage multiple priorities while maintaining quality and following through effectively
• Strong analytical and problem solving skills
• Self-directed, takes initiative and can work independently and anticipate issues and needs, and address them proactively
• Excellent interpersonal skills, with ability to maintain relationships with variety of stakeholders
• Ability to provide exceptional customer service with a donor-centric approach
• Strong political acuity
• High attention to detail and accuracy
• The ability to handle sensitive information and maintain confidentiality
• Strong computer skills with proficiency in Microsoft applications (365, Teams, Excel, Word, PowerPoint, Outlook), CANVA, Adobe Acrobat Pro, data entry into and reporting from database system, and chat and video conferencing programs
• Experience with database CRM system(s) (Raiser’s Edge/NXT fundraising software an asset)

Working Hours, Location and Requirements

• This position operates Monday to Friday 8:30 am – 4:30 pm, onsite at Hamilton Health Sciences Foundation head office at 1 King Street West, Hamilton, ON.
• The nature of the work is such that minimal early morning and evening work is required to attend events and meetings.
• A current and satisfactory Criminal Record and Judicial Matters Check (CRJMC) or Police Vulnerable Sector Check (PVSC) is a requirement of employment.
• A cleared status by HHS Employee Health Services is a requirement of employment in accordance with Hamilton Health Sciences policy.

Why Us?

We offer a comprehensive total rewards package designed to support your success and well-being:

• We provide a competitive hiring range of $21.80-24.35 per hour, commensurate with experience.
• This contract opportunity includes 6% of earnings in lieu of vacation, and 13% of earnings in lieu of benefits and statutory holidays. Pay in lieu of benefits will reduce to 9% if already a member of HOOPP or voluntary enrollment in the pension program.
• We have a culture to support and encourage continuous professional development and career growth opportunities

How to Apply:

To help us get to know you, please submit a resume and cover letter to [e-mail] by September 29, 2025, outlining why you’re interested in this opportunity. If you don’t meet all qualifications, we still encourage you to apply—we value potential. Applications will be reviewed and invited for next stages of the recruitment process, as received. We would like to thank all who apply, but only those selected to move forward will be contacted.

We are an inclusive and equal opportunity employer. Our commitment to equity, diversity and inclusion within HHSF reflects a belief that we will make the greatest impact to our mission when everyone can genuinely and fully participate without barriers or exclusion. We are dedicated to creating a workplace reflective of the community we live, work and serve and welcome applications from diverse and equity-deserving groups.

HHSF is committed to providing a barrier-free recruitment process and work environment. Accommodation, if requested, will be provided throughout the recruitment process in accordance with the Canadian Charter of Rights and Freedoms, Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code. Should any candidate require accommodation in any phase of the recruitment process, please contact Heather Slye (905.521.2100 x 44624 or [e-mail]) for assistance.

Seniority level

• Entry level

Employment type

• Contract

Job function

• Administrative

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