Senior Administrative Assistant - Halton Healthcare, Oakville

Role overview

As a Senior Administrative Assistant for Halton Healthcare in Oakville, 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. You will support strategic initiatives and project work that keeps the executive organized, informed, and on track while collaborating closely with administrative colleagues to ensure seamless support across the organization.

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.

Your impact

In this administration position, your day-to-day responsibilities encompass critical support functions:

• 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.
• Compose, edit, and proofread written communications on behalf of the ELT, ensuring clarity and professionalism in all documentation.
• Liaise with Board members, medical staff, and outside agencies/consultants, including Ministry of Health staff, to facilitate communication with Executive Leadership Team 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.
• Organize meetings by preparing agendas, compiling necessary documentation, attending meetings to take detailed minutes, and tracking follow-up actions.
• Prepare and format high-quality presentations, reports, and documentation, maintaining strict confidentiality of sensitive information.
• Perform general administrative functions and support, including file and record maintenance.
• Lead and support project work, strategic initiatives, and priority deliverables by developing workplans, monitoring timelines and action items, coordinating stakeholders, and proactively following up.

Who we're looking for

Candidates interested in Halton Healthcare jobs should meet the following qualifications and skill requirements:

• 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.
• 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.
• Demonstrated ability to build positive working relationships, communicate openly, share accountability, and work cooperatively with colleagues.
• Strong organizational and time management skills, with the capacity to handle multiple projects and meet tight deadlines.
• High degree of discretion and professionalism, particularly in handling confidential and sensitive information.