Executive Assistant to PHP Leadership

Are you looking to join one of Greater Toronto’s Top 2024 Employers?

The Ontario Medical Association (OMA) advocates for and supports doctors, seeking to strengthen their leadership role in caring for patients. We continually seek to be the trusted voice in transforming Ontario’s health-care system by courageously pursuing best practices, new ideas, solutions, and opportunities to improve.

Job summary

The role of the Executive Assistant is first and foremost to drive the efficiency and efficacy of the leadership team. This role, reporting to the Medical Director and supporting the Medical Director, Executive Director, and Clinical Director, serves as a representative of the Physician Health Program leadership team.  The Executive Assistant will also coordinate and support the administrative work of the department on a wide variety of complex, sensitive and confidential matters requiring a high degree of emotional intelligence and communication skills in addition to knowledge of priorities, associated programs and administrative policies and procedures. 

How you will make a difference

• Providing executive support to the leadership team, including leading strategic initiatives, project managing key files and priorities (including timelines, workflows, action items, and follow ups for delegated tasks), material development, escalation, and delegation.

• Prioritizing workflow for the leadership team individuals, including managing their calendars and determining access to the leaders based on prioritization and delivery of organizational priorities.

• Developing, establishing and maintaining appropriate information tracking systems, including electronic file systems.

• Coordinating meeting logistics, including ensuring corresponding documents are prepared and readily available with adequate time for the leaders to prepare for the meeting.

• Providing administrative support for assigned committees, including preparing draft agendas, presentations, ensuring all documents are prepared to organizational standards and submitted before the deadline, attend meetings as required, draft minutes for review, follow-up on action items, and submit approved minutes for archiving.

• Supporting the development of annual department work plans and calendar of activities to ensure alignment and effective execution of plans.

• Developing and modeling broad and accurate knowledge of corporate policies, procedures, programs and organizational structures for other employees.

• Working collaboratively with other Executive Assistants and senior administrators to ensure consistent use of workflows and policies across the organization. In addition, contribute to continuous improvements in policies and processes, and provide back up to other Executive Assistants as requested.

• Tracking and processing expenditures for leaders and department.

• Help keep the department connected by sharing pertinent information, documentation, etc.

• Assisting with onboarding new staff to the department.

• Committing to and demonstrating the values of the OMA in all actions and behaviors, setting a high example for others within the organization.

Requirements that are important to us

• Community College Diploma in business/office administration or equivalent.

• 6-9 years relevant experience.

• Extensive proficiency using computers and standard software programs (e.g., Microsoft Office, Outlook, Excel, Word, PowerPoint, etc.). Ability to adapt and learn new software. 

• High level of organization for self and others, including a high level of detail orientation. 

• Very strong project planning and time management skills.  

• Ability to communicate effectively and respectfully in any situation. 

• Problem-solving orientation, with a focus on pro-active mitigation. 

• Proficient writing and proofreading skills with the ability to draft/edit communication including emails, memorandums and letters. 

• Capacity to record and develop meeting minutes and high-level professional documents, accurately and efficiently. 

• Task oriented with the ability to manage multiple and often competing priorities in a fast-paced environment 

• Takes initiative in the role utilizing critical thinking and problem-solving skills within minimal direction. 

• Exhibits a positive, productive, and professional demeanor in all situations. 

• Able to adapt and support organizational change and work with ambiguity. 
  

The OMA has moved to a permanent hybrid work environment. As such, the individual in this position will be required to work a minimum number of days in our Toronto office.

What do we have to offer you?

• A work environment whose values are to be respectful, bold, responsive, and transparent in our work and our behaviours

• A fantastic opportunity to grow with the team and help shape the strategic direction of the OMA, its members and the health-care system

• An organization that is committed to the equity, diversity and inclusion principles of humility, accountability, collaboration, courage and integrity

• A commitment to growth and development through paid professional development and continuous in-house learning

• A friendly and flexible hybrid work environment

• Competitive salary and bonus program

• Exceptional group benefits package, including a spending account and a robust wellness program

• An organization that has been recognized as a Greater Toronto’s Top Employers for four consecutive years.

As a condition of employment, OMA conducts background checks and reference checks for all open positions.

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The Ontario Medical Association is strongly committed to diversity within its community and welcomes applications from racialized persons/persons of colour, women, Indigenous People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas. In accordance with the AODA Act, accommodation will be provided throughout the recruitment process to applicants with disabilities.