Administrative Assistant Emergency

Providing administrative assistant support to the Emergency Program by facilitating daily operations through support of the Program Director with administrative and clerical functions including:

Calendar Coordination

• Manages calendars for multiple leaders anticipates scheduling conflicts and proactively adjusts priorities to optimize daily operations and prepare leaders for upcoming commitments
• Anticipates scheduling conflicts and proactively adjusts priorities to align with program needs

Supporting Leaders

• Keeps multiple program leaders individually informed on their projects and status of work
• Plans weekly touch-base meeting to confirm daily priorities clarify assignments get answers to questions or resolve open issues.
• Ensures submissions to outside agencies (e.g. OH EMS etc.) are completed and deadlines met
• Assists with internal report preparation (e.g. board reports OH reports)
• Preparing and editing executive level communications (briefing notes PowerPoint presentations statistical data etc.)
• Supports creation of visual and digital communications using tools such as Canva Visio and advanced PowerPoint features
• Supports program interprofessional education and professional development events
• Supports program PCMs/PPLs as needed
• Administrative support for the Program Medical Director/Chief.
• Acts as a program coordination hub by tracking initiatives monitoring follow-through on deliverables and supporting program planning activities including Gantt charts and project timelines

File Management

• Creating Maintaining programs confidential files and records; indexing filing retrieving and archiving files for storage in accordance with the Hospitals Records Management System and protocols and ensuring naming convention facilitating ready retrieval of files
• Creates organizes and manages SharePoint sites and Microsoft Teams file structures to support program-wide communication and collaboration

Meeting Preparation and Implementation

• Manages all aspects of meetings including preparation facilitation and follow-up ensuring action items are completed and outcomes tracked
• Works skillfully with outside peers to coordinate external engagements logistics presentations and regional activities.
• Coordinates performance reviews with Program Director and direct reports and Program Chief and ED Physicians
• Supports development and coordination of workshops seminars and program events including preparation of materials agendas and interactive content

Communication

• Promotes a healthy work spirit and culture
• Drafts program updates newsletters summary responses and briefing notes for internal and external stakeholders

Service Delivery

• Orders supplies and materials as needed
• Arranges for completion of work orders e.g.: IT issues furniture moves etc.
• Completes payroll and payroll adjustments; Reviewing and entering timesheets into Time and Attendance system (Meditech / E-Scheduling system)
• Perform financial administrative support for the Director including preparation of travel expense reports initiating purchase requisitions completion and submission of invoices for payment
• Assists with preparations for interviews i.e. room booking coordination with candidates preparing packages etc.
• Assists with onboarding of new team members
• Arranges Lunch & Learns for staff
• Supports corporate activities as needed
• Proactively identifies operational improvements and process efficiencies supporting both leaders and program staff to maintain seamless operations

Qualifications :

• Office administration diploma from a recognized college or equivalent experience required
• Minimum of 3 years of experience as an Administrative Assistant supporting multiple executives in a fast paced and deadline-driven environment required
• Experience working in an administrative capacity in a hospital setting preferred
• Medical terminology certificate or equivalent experience required
• Advanced technical skills in Microsoft Office applications including Outlook Word Excel PowerPoint required
• Experience with Microsoft Teams SharePoint Canva Visio and digital collaboration tools
• Experience using Microsoft Visio and Project would be an asset
• Minimum 50 wpm typing speed required
• Extensive experience taking minutes of meetings required
• Demonstrates ability to effectively prioritize and organize multiple projects with strict deadlines
• Demonstrated ability to anticipate needs and proactively manage competing priorities across multiple leaders
• Demonstrated tact diplomacy and ensures confidentiality is maintained
• Demonstrated commitment to customer service
• Experience in eSchedule/API and Meditech considered an asset
• Superior interpersonal and communication skills both oral and written combined with a customer-focused approach and ability to handle requests in a professional diplomatic confidential and tactful manner.
• Demonstrated commitment to ongoing learning and able to learn new tasks quickly
• Able to meet the physical demands of the position which requires frequent sitting standing bending and reaching
• Excellent employment and attendance record required
• Understanding and commitment to the hospitals mission and values
• Excellent verbal and written communication skills excellent interpersonal skills
• Strong work ethic self-directed proactive problem-solving and able to anticipate and manage competing priorities across multiple leaders in a fast-moving complex program environment

Additional Information :

Hours: Monday to Friday; 7.5 hour day shifts  (Hours are subject to change based on operational needs)

Salary:  $30.462 to $38.051 per hour

Date Posted:  March 31 2026

Internal application deadline:  April 7 2026

REF3344Q

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 wed like to hear from you. Please attach your current resume directly to this posting.

Please note that while this job is posted on Halton Healthcares career page it may also appear on third-party job boards.  These external platforms may use automated tools including artificial intelligence for candidate screening and matching.  We do not control or influence these processes.  To ensure your application is reviewed by our team we recommend applying directly through our Halton Healthcare careers site.  

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.

The Ontario Public Hospitals Act mandates that hospitals establish health surveillance programs for all individuals working within the hospital. This regulation requires proof of immunity for certain diseases and as a result Halton Healthcare requires all new hires to receive pre-employment medical clearance by our Health Safety & Wellness team prior to their start date as a condition of employment.  This includes demonstrating compliance with Halton Healthcares Immunization Policies.

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.

Remote Work :

No

Employment Type :

Full-time