Senior Administrative Assistant

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

Are you a highly organized and proactive professional looking to take your career to the next level?

Join our team where you’ll provide crucial support to our Executive Leadership Team and make a meaningful impact in the healthcare sector.

As a Senior Administrative Assistant, you will be at the heart of our leadership operations, ensuring that our executive team can focus on driving our mission forward. You’ll play a key role in maintaining seamless day-to-day operations and tackling special projects with confidence and efficiency. This is more than a job-it's an opportunity to become a trusted partner to our leaders and contribute to our mission of delivering exceptional patient care.

Key Responsibilities

• Compose, edit, and proofread written communications on behalf of the Executive Leadership Team (ELT), ensuring clarity and professionalism in all documentation.
• Manage complex executive calendars, coordinate activities of the (ELT), with other executives, medical and Hospital staff, other hospitals, Ministry of Health and other government agencies, patients/families, Board Members, and the community-at-large
• Ensure prompt communication of messages from internal and external stakeholders, with appropriate Executive Team member and facilitate follow-up communication, always using appropriate judgment and discretion, particularly in the release of information, to ensure proper and adequate closure.
• Coordinate activities of consultants working within the Hospital and welcome visitors of other organizations.
• Organize meetings by preparing agendas, compiling necessary documentation, attending meetings to take detailed minutes, and tracking follow-up actions.
• Coordinate comprehensive travel and conference plans including booking flights, hotels, and transportation, and preparing detailed itineraries.
• Prepare and format high-quality presentations, reports, and documentation, maintaining strict confidentiality of sensitive information.
• Maintain accurate and up-to-date electronic and paper files, ensuring efficient document retrieval and compliance with hospital policies and standards of practice.
• Collaborate effectively within a team of Senior Administrative Assistants, providing backup support and coverage for colleagues as needed to ensure seamless operations across the executive team.
• May be required to travel to any of our other hospital sites or community agencies
• Assist in planning and executing various projects, contributing to the development and implementation of organizational initiatives
• Provide general office support, such as handling phone calls, managing correspondence, photocopying, and responding to inquiries as needed.

• Minimum of five years of experience in a senior administrative support role, with a strong preference for candidates with experience in a healthcare or corporate environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with meeting management and project tracking tools.
• Superior verbal and written communication skills, with the ability to interact effectively with senior executives, staff, and external stakeholders.
• Strong organizational and time management skills, with the capacity to handle multiple projects and meet tight deadlines. n a fast paced environment.
• High degree of discretion and professionalism, particularly in handling confidential and sensitive information.

If you are an experienced administrative professional who thrives in a fast-paced environment and is eager to support our mission of delivering exceptional patient care, we invite you to apply today.

internal application deadline: October 18, 2024

Salary: $31.750 ($61,913) min and $39.730 ($77,474) max

Date Posted: October 11, 2024

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. Please attach your current resume directly to this posting.

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

Halton Healthcare is committed to providing accommodations 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.

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.