Administrative Assistant

Company Description

The Oakville Hospital Foundation’s mission is connecting generosity to world-class community healthcare at Oakville Trafalgar Memorial Hospital, a site of Halton Healthcare. Our vision is that by sparking the passion to give, we will transform the healthcare experience.

Job Description

We’re looking for a savvy and customer-oriented administrator who can support the team and reflect the heart of our mission. This role is a great fit for someone who is collaborative, organized, and confident navigating digital office tools. You will be part of a supportive, agile team that values fresh thinking and strong execution.

• Provide primary reception coverage, including answering phones, greeting visitors, processing donations, and responding to donor, staff, and hospital inquiries
• Support two Vice Presidents with calendar management, scheduling, meeting coordination, expenses, and administrative support
• Order and maintain IT, office, and stationery supplies, Foundation materials, and promotional items
• Open and distribute mail, maintain cash logs, and support donation processing procedures
• Coordinate lottery activity & reporting, gift-in-kind donations, including alcohol, and office holiday/closure communications
• Assist with meeting and event logistics, including room set-up, catering, agendas, minutes, and follow-up tracking
• Prepare and format presentations, reports, correspondence, and other confidential documentation
• Maintain accurate electronic and paper filing systems in compliance with organizational standards
• Provide general administrative support to Foundation staff, including photocopying, tracking logs, and responding to inquiries
• Assist with Raiser's Edge database maintenance and gift entry during high-volume periods
• Support moves management tracking, staff sign-up lists, special projects, and organizational initiatives
• Other duties as assigned

Qualifications

• Minimum of 2 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
• Strong organizational and time management skills, with the capacity to handle multiple projects and meet tight deadlines in a fast-paced environment
• High degree of discretion and professionalism, particularly in handling confidential and sensitive information

Why join our team?

• An open, motivating, collaborative, and family friendly workplace culture that actively invests in its talent (and we mean it!).
• Competitive compensation, three weeks of vacation to start, and the opportunity for performance-based increases.
• A pension plan (HOOPP).
• Benefits and perks that include comprehensive health benefits, cellphone and laptop.
• As professional development is considered a key performance indicator, funding is available to pursue professional development and certifications.

Additional Information

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

Salary: $31.147 to $38.907 per hour

Date Posted: November 5, 2026

Internal application deadline: November 12, 2026

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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.

Please note that while this job is posted on Halton Healthcare's 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 Healthcare’s 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.

FTE: 1.0 FTE

Union Status: NON UNION

Shift Schedule (Hours are subject to change based on operational needs): Mon-Fri – 7.5 hour day shifts

Employment Status: Permanent Full-time

Department: OT Pharmacy Admin

Site Location: Oakville