Senior Administrative Assistant

Halton Healthcare; Oakville; Hybrid; CAD 48,000 - 60,000; Full time

Job summary

Halton Healthcare is seeking a Senior Administrative Assistant to support the Executive Leadership Team in a fast-paced healthcare setting. The role emphasizes intensive calendar management, communications, and project coordination to keep the ELT informed and on track.

You will collaborate with colleagues across departments, prepare documentation, and ensure confidentiality of sensitive materials while coordinating priorities and covering essential operations across Halton Healthcare.

Qualifications

• Minimum of five years of experience in an administrative support role, preferably in healthcare or corporate settings.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with meeting management and project tracking tools.
• Excellent verbal and written communication, with the ability to interact with senior executives, staff and external stakeholders.
• Strong discretion and professionalism when handling confidential information.
• Outstanding organizational and time-management skills with the ability to manage multiple priorities.

Responsibilities

• Provide intensive calendar management for the Executive Leadership Team (ELT), coordinating with executives, staff, and external partners.
• Draft, edit, and proofread communications on behalf of the ELT while maintaining professionalism.
• Coordinate meetings, take detailed minutes, and track follow-up actions.
• Prepare high-quality presentations, reports and confidential documents.
• Support project coordination and special initiatives with timelines and stakeholder alignment.
• Maintain in-person presence while supporting hybrid and travel as required to Halton Healthcare sites.

Skills

Communication

Organization

Discretion

Team collaboration

Tools

Microsoft Office Suite

Meeting management tools

Project tracking tools

Job description

• Shift Schedule (Hours are subject to change based on operational needs): Mon-Fri – 7.5 hour day shifts
• Employment Status: Temporary Full-time
• Department: OT C.E.O. Office
• Length of temporary contract: Approx. 1 year
• Compensation: CAD 34.555 - CAD 43.207 - hourly

Company Description

Halton Healthcare’s vision of Exemplary patient experiences, always, goes beyond just the patient experience; it has shaped our entire culture and remains at the core of every interaction in our organization, from our patients & families to our staff, physicians and volunteers. We believe in exemplary PEOPLE experiences always!

At Halton Healthcare you will thrive in a healthcare culture and environment that embraces inclusion, diversity and belonging with ‘exemplary patient care, always’ at the heart of everything we do.

We empower our people to be the very best they can be so they can make a difference for our patients and the communities we serve.

Halton Healthcaretakes great pride in providing quality, compassionate healthcare services to our rapidly growing communities. As a progressive and vibrant healthcare organization, we arecommitted to being an innovative center of excellence in community hospital care.

Job Description

As a Senior Administrative Assistant, you will serve as a trusted partner to the executive leadership team in a highly visible, fast-paced role requiring intensive calendar management, exceptional organization, and proactive follow-through. In addition to managing essential day-to-day priorities, you will support strategic initiatives and project work that keeps the executive organized, informed, and on track. You will work closely and collaboratively with administrative colleagues and other team members to coordinate priorities, share information, provide coverage, and ensure seamless support across the organization. The ideal candidate will possess strong attention to detail, excellent communication skills, sound judgment, and a proven ability to anticipate needs and manage multiple competing priorities in a dynamic hospital environment.

• Calendar & Schedule Management: Provide intensive, proactive management of complex and frequently changing executive calendars, using sound judgment to prioritize competing demands, protect the executive’s time, anticipate conflicts, and ensure the executive is fully prepared and on track. Coordinate activities of the Executive Leadership Team (ELT) with other executives, medical and hospital staff, other hospitals, the Ministry of Health and other government agencies, patients and families, Board members, and the community at large through independent decision‑making, appropriate communication, and initiative.
• Communication & Correspondence: Compose, edit, and proofread written communications on behalf of the ELT, ensuring clarity and professionalism in all documentation.
• May liaise with Board members, medical staff, and outside agencies/consultants, including Ministry of Health staff, to facilitate communication with Executive Leadership Team (ELT members).
• Ensure prompt communication of messages from internal and external stakeholders, with appropriate Executive Team members and facilitate follow‑up communication, always using appropriate judgment and discretion, particularly in the release of information, to ensure proper and adequate closure.
• Meeting Support: Organize meetings by preparing agendas, compiling necessary documentation, attending meetings to take detailed minutes, and tracking follow‑up actions.
• Documentation & Presentations: Prepare and format high-quality presentations, reports, and documentation, maintaining strict confidentiality of sensitive information.
• General administrative functions and support, including file & record maintenance
• Project Coordination & Special Projects: Lead and support project work, strategic initiatives, and priority deliverables by developing workplans, monitoring timelines and action items, coordinating stakeholders, and proactively following up to keep the executive organized, informed, and on track.
• Work Location & Site Travel: Regular in‑person presence is preferred to support the executive and respond to operational priorities. While hybrid work is permitted, the successful candidate must be flexible and available to travel to any Halton Healthcare site at any time, as required.

Qualifications

• Experience: Minimum of five years of experience in an administrative support role, with a strong preference for candidates with experience in a healthcare or corporate environment.
• Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with meeting management and project tracking tools.
• Communication: Superior verbal and written communication skills, with the ability to interact effectively with senior executives, staff, and external stakeholders.
• Collaboration: Demonstrated ability to build positive working relationships, communicate openly, share accountability, and work cooperatively with colleagues to manage shared priorities and provide reliable team coverage.
• Organizational Abilities: Strong organizational and time management skills, with the capacity to handle multiple projects and meet tight deadlines.
• Professionalism: High degree of discretion and professionalism, particularly in handling confidential and sensitive information.

Additional Information

Halton Healthcare is an equal opportunity employer who is committed to integrating diversity, equity and inclusion throughout our operations, policies and culture. If you are passionate about what you do, motivated by a job well done, and as committed to excellence, quality and patient satisfaction as we are, we'd like to hear from you.

We thank all those who apply but only those individuals selected for further consideration will be contacted.

Halton Healthcare is committed to providingaccommodations for applicants with disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Halton Healthcare will provide accommodations throughout the recruitment and selection process. If you require an accommodation, we will work with you to meet your accommodation needs to ensure your equal participation.

The Ontario Public Hospitals Actmandates that hospitals establish health surveillance programs for all individuals working within the hospital.This regulation requires proof of immunity for certain diseases and as a result, Halton Healthcare requires all new hires to receive pre‑employment medical clearance by our Health, Safety & Wellness team, prior to their start date, as a condition of employment. This includes demonstrating compliance with Halton Healthcare’s Immunization Policies.

All new hires must be fully compliant with our Vaccination Policy as a condition of employment with Halton Healthcare. Successful applicants will be required to provide proof of vaccination or proof of a documented medical exemption as part of the hiring process.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.