Executive Assistant
Hamilton Family Health Team —Hamilton, ON
- $61,500.00–$70,260.45 a year
- Full-time
- Microsoft Outlook
- Finance
- Databases
- Designated paid holidays
- Dental care
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Executive Assistant

Hamilton Family Health Team -
Hamilton, ON

Apply Now

Job details

Full-time
$61,500.00–$70,260.45 a year

Qualifications

Microsoft Outlook
Document preparation
Data management software
Spreadsheets
Post-secondary education
Administrative support experience
Filing
Process improvement
Administrative and business operations experience
Finance
Databases
Administrative experience
Records retention
Dayforce
Data management
Calendar management
Report and presentation preparation
SharePoint
HRIS
Executive support experience
Business
Team coordination
Time management
Office experience

Full job description

We are an equal opportunity employer. In accordance with AODA (Accessibility for Ontarians with Disabilities Act, 2005), the Hamilton Family Health Team (HFHT) will provide accommodations throughout the recruitment, selection, and assessment process to applicants with disabilities. HFHT offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted by HFHT regarding a job opportunity, please advise if you require accommodation. If you require disability-related accommodations, please inform the recruiting staff.

The Hamilton Family Health Team (HFHT) welcomes applications from all qualified individuals, including, but not limited to women, persons with disabilities, visible minorities (racialized), Indigenous Peoples and persons of any gender identity and sexual orientation. Hamilton Family Health Team is committed to a positive, supportive and inclusive environment.

We are committed to enhancing our environmentally and socially responsible practices for the benefit of all members of the HFHT. Our long term perspective recognizes our responsibility to be innovators and to continually work as a community to reduce our ecological impact. We thank all applicants for their interest; however, only those selected for an interview will be contacted. All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.

Employee Value Proposition

Executive Assistant

Full Time
Hamilton
Posted 3 weeks ago
$61,500 – $70,260.45 CDN / Year

Website Hamilton Family Health Team

Together, we do amazing things every day.

Imagine a supportive employer, a career that fits your lifestyle, and many learning opportunities. With the Hamilton Family Health Team, you can have all of that, and more. We work hard to create an innovative and diverse workplace that values the contributions of our employees. No matter what your role, working with us is about making a difference – every day!

Position Overview:

Reporting to the Senior Director, Primary Healthcare, the Executive Assistant provides comprehensive executive and administrative support across two senior leadership portfolios — the Senior Director, Primary Healthcare and the Director, Quality, Clinical & Innovation. This role is a key point of coordination between leadership, staff, and external stakeholders, and works closely with HFHT’s other Executive Assistants in support of the organization’s strategic plan and day-to-day operations.

Duties and 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.

***The above responsibilities are not to be considered all-inclusive.

Requirements:

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.
Advanced Microsoft Office skills (Outlook, Word, Excel, PowerPoint, Teams), with strong Excel-based data management and reporting ability.
Comfort with SharePoint and file management practices that reduce duplication and keep information organized and accessible.
Familiarity with Dayforce, Sage Intacct, or similar HRIS/financial systems is an asset.
Exceptional organization, prioritization, and time-management skills, with sound judgment handling confidential and sensitive information.
Excellent written, verbal, and relationship-building skills with internal and external stakeholders.

Why join the HFHT?

Competitive Employee Value Proposition including, but not limited to:

Healthcare of Ontario Pension (HOOPP)

Extended health care benefits including health, dental, vision & critical Illness insurance

Meaningful, purpose-based work

12 paid Stat holidays and one (1) extra float day

Ongoing green initiatives

Summary

Classification: Non-Union
Primary Location: Hamilton –123 James Street N
Multi-Site: Yes
Employee Class: Full-Time
Schedule: Monday-Friday; 40hrs/week
Date Available: ASAP
Salary: $61,500 – $70,260.45

Application Instructions

Interested applicants please submit résumé and cover letter as one document using naming convention Last Name, First Name_Position by email: [email protected]

Note

If successful in receiving a job offer with the Hamilton Family Health Team, new hires may be required to provide proof of full COVID-19 vaccination prior to start date as a condition of their employment. If successful candidates are unable to get their COVID-19 vaccination as a result of a medical exemption, they may be required to submit supporting documentation to establish that they are exempt from this requirement.

The HFHT is committed to building a respectful, caring, equitable, and inclusive workplace where staff reflect the diversity of the communities that we serve. As such, we welcome applications from all qualified individuals including all equity-deserving groups. In addition, we are committed to accessibility and creating a barrier free hiring process in accordance with the Ontario Human Rights Code, and the AODA (Accessibility for Ontarians with Disabilities Act, 2005). Accommodation is available upon request at any point in the selection process by notifying the recruitment staff.

To apply for this job email your details to [email protected].

Apply Now

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