Executive Assistant

Hamilton Family Health Team; Hamilton; On-site; CAD 60,000 - 76,000; Full time

Benefits offered by this job

HOOPP (Healthcare of Ontario Pension)

Extended health care benefits

12 paid stat holidays + float day

Green initiatives

Job summary

Hamilton Family Health Team is seeking an Executive Assistant to provide comprehensive support to two senior leaders in Hamilton, Ontario. You will manage calendars, prepare materials for board committees, coordinate travel, and maintain confidential records and reporting tools.

Requirements include a post-secondary credential in a related field, 3–5 years of executive support experience (healthcare or non-profit preferred), and advanced MS Office skills with SharePoint familiarity to keep

Qualifications

• Post-secondary diploma or degree in Office Administration, Business Administration, Human Resources, Finance, or a related field (or an equivalent combination of education and experience).
• 3–5 years of progressively responsible administrative or executive support experience, including supporting senior leaders, directors, or executives.
• Experience in healthcare, community, public sector, or non-profit environments is preferred; exposure to HR and/or Finance operations is an asset.

Responsibilities

• Manage calendars, meetings, appointments, travel, and events for two senior leaders, assessing and prioritizing competing requests.
• Prepare meeting materials, briefing notes, presentations, reports, and correspondence, including support for Board committee materials.
• Coordinate meeting logistics — agendas, room bookings, technology, and catering — and record and distribute notes and action items.
• Maintain confidential electronic and paper filing systems in line with privacy legislation and records retention requirements.
• Maintain databases, spreadsheets, and tracking tools, and support data collection, validation, and reporting.
• Provide back-up support to the Board committee and Board, and to Privacy Office activities such as tracking inquiries and confidential documentation.
• Support process improvement, special initiatives, and organization-wide committees or working groups.

Skills

MS Office

Calendar & communications

Stakeholder management

Confidentiality & discretion

Data management & reporting

Education

Admin/related diploma or degree

Tools

SharePoint

Dayforce

Sage Intacct

Job description

Together, we do amazing things every day.

Imagine a supportive employer, a career that fits your lifestyle, and many learning opportunities. With the Hamilton Family Health Team, you can have all of that, and more. We work hard to create an innovative and diverse workplace that values the contributions of our employees. No matter what your role, working with us is about making a difference – every day!

Position Overview:

Reporting to the Senior Director, Primary Healthcare, the Executive Assistant provides comprehensive executive and administrative support across two senior leadership portfolios — the Senior Director, Primary Healthcare and the Director, Quality, Clinical & Innovation. This role is a key point of coordination between leadership, staff, and external stakeholders, and works closely with HFHT's other Executive Assistants in support of the organization's strategic plan and day-to-day operations.

Duties and Responsibilities:

• Manage calendars, meetings, appointments, travel, and events for two senior leaders, assessing and prioritizing competing requests.
• Prepare meeting materials, briefing notes, presentations, reports, and correspondence, including support for Board committee materials.
• Coordinate meeting logistics — agendas, room bookings, technology, and catering — and record and distribute notes and action items.
• Maintain confidential electronic and paper filing systems in line with privacy legislation and records retention requirements.
• Maintain databases, spreadsheets, and tracking tools, and support data collection, validation, and reporting.
• Provide back-up support to the Board committee and Board, and to Privacy Office activities such as tracking inquiries and confidential documentation.
• Support process improvement, special initiatives, and organization-wide committees or working groups.

***The above responsibilities are not to be considered all-inclusive.

Requirements:

• Post-secondary diploma or degree in Office Administration, Business Administration, Human Resources, Finance, or a related field (or an equivalent combination of education and experience).
• 3–5 years of progressively responsible administrative or executive support experience, including supporting senior leaders, directors, or executives.
• Experience in healthcare, community, public sector, or non-profit environments is preferred; exposure to HR and/or Finance operations is an asset.
• Advanced Microsoft Office skills (Outlook, Word, Excel, PowerPoint, Teams), with strong Excel-based data management and reporting ability.
• Comfort with SharePoint and file management practices that reduce duplication and keep information organized and accessible.
• Familiarity with Dayforce, Sage Intacct, or similar HRIS/financial systems is an asset.
• Exceptional organization, prioritization, and time-management skills, with sound judgment handling confidential and sensitive information.
• Excellent written, verbal, and relationship-building skills with internal and external stakeholders.

Why join the HFHT?

Competitive Employee Value Proposition including, but not limited to:

• Healthcare of Ontario Pension (HOOPP)
• Extended health care benefits including health, dental, vision & critical Illness insurance
• Meaningful, purpose-based work
• 12 paid Stat holidays and one (1) extra float day
• Ongoing green initiatives

Summary

Classification: Non-Union

Primary Location: Hamilton –123 James Street N

Multi-Site: Yes

Employee Class: Full-Time

Schedule: Monday-Friday; 40hrs/week

Date Available: ASAP

Application Instructions

Note

If successful in receiving a job offer with the Hamilton Family Health Team, new hires may be required to provide proof of full COVID-19 vaccination prior to start date as a condition of their employment. If successful candidates are unable to get their COVID-19 vaccination as a result of a medical exemption, they may be required to submit supporting documentation to establish that they are exempt from this requirement.

The HFHT is committed to building a respectful, caring, equitable, and inclusive workplace where staff reflect the diversity of the communities that we serve. As such, we welcome applications from all qualified individuals including all equity-deserving groups. In addition, we are committed to accessibility and creating a barrier free hiring process in accordance with the Ontario Human Rights Code, and the AODA (Accessibility for Ontarians with Disabilities Act, 2005). Accommodation is available upon request at any point in the selection process by notifying the recruitment staff.