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Office Administrator

Office Administrator

Robert HalfBrantford, ON, CA
9 days ago
Job type
  • Quick Apply
Job description

We are seeking a highly organized and proactive Administrative Coordinator to provide comprehensive administrative support to senior executives and Executive Assistant in the healthcare industry. This individual will act as a key partner to leaders, ensuring seamless day-to-day operations, managing schedules, coordinating meetings, and facilitating communication between departments. The ideal candidate will bring expertise in handling sensitive information with discretion, a strong commitment to efficiency, and a passion for contributing to a collaborative healthcare team environment.

Key Responsibilities :

  • Administrative Support :
  • Manage and maintain executives' calendars, including scheduling appointments, meetings, and travel arrangements.
  • Prepare and edit correspondence, reports, presentations, and other professional documents as required.
  • Act as the primary point of contact between executives and internal / external stakeholders.
  • Meeting Coordination :
  • Coordinate and oversee all logistics related to executive-level meetings, including agenda preparation, attendee communications, and follow-up action items.
  • Communication and Liaison Roles :
  • Facilitate clear communication between departments, executives, and other healthcare professionals.
  • Handle confidential information with professionalism and discretion.
  • Operational Efficiency :
  • Proactively identify opportunities to streamline processes and enhance the efficiency of executive workflows.
  • Maintain organized files and records for easy accessibility and audit readiness.
  • Project Management and Research :
  • Assist in planning and execution of key department initiatives and special projects.
  • Conduct research, compile data, and prepare reports to support decision-making processes.
  • Healthcare-Specific Knowledge :
  • Demonstrate familiarity with healthcare terminology, systems (e.g., EHR / EMRs), and regulatory considerations

Qualifications and Skills :

  • Education and Experience :
  • Bachelor’s degree preferred.
  • Minimum of 3-5 years of experience as an Office Administrator in healthcare or a related field.
  • Technical Proficiency :
  • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Experience with scheduling tools, collaboration platforms (e.g., Teams / Zoom), and healthcare software systems.
  • Key Competencies :
  • Exceptional organizational and time-management skills.
  • Strong ability to anticipate needs and act with a sense of urgency.
  • Superb written and verbal communication skills.
  • High degree of flexibility and adaptability in a fast-paced environment. (Source : client job description templates)
  • Healthcare-Specific Knowledge :
  • Familiarity with medical terminology, healthcare operational workflows, and patient data confidentiality protocols.
  • Knowledge of regulatory standards such as HIPAA is preferred.

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