Executive Assistant

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.

Provides comprehensive administrative and executive support to the Senior Director of Primary Healthcare and the Director of Quality, Clinical & Innovation. Key duties include managing calendars, coordinating meeting logistics, and maintaining confidential filing systems and databases.

Requires a post-secondary diploma or degree in Office/Business Administration or a related field with 3-5 years of executive support experience. Proficiency in Microsoft Office, specifically Excel and SharePoint, is essential, with healthcare or non-profit experience preferred.

• Healthcare Of Ontario Pension (HOOPP) • Extended Health Care Benefits • Health Insurance • Dental Insurance • Vision Insurance • Critical Illness Insurance • 12 Paid Stat Holidays • One Extra Float Day

• Time managementPreferred
• Microsoft ExcelPreferred
• Microsoft OfficePreferred

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Executive Support
• Meeting Coordination
• Briefing Notes
• Data Management
• Microsoft Office
• Excel
• SharePoint
• Relationship Building
• Time Management
• Confidentiality
• Reporting
• Process Improvement
• HRIS
• Financial Systems
• Administrative Support

• Administrative
• Healthcare
• Government & Public Sector
• Management & Leadership
• Social Services

Minimum education

College diploma

Minimum experience

2+ years

Apply by

Sep 13, 2026

Posting language

English

Working hours

40 hours per week

Seniority

Associate