Executive Assistant to Two Senior Leaders – Healthcare Nonprofit

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

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