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 agile 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, Power

Point) 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

📌 Senior Administrative Assistant (Oakville)
🏢 Halton Healthcare
📍 Oakville