Executive Assistant, Governance & Physician Leader Engagement

Ontario Medical Association • Toronto, ON

10d • CA$65,400 - CA$69,490 • Hybrid

About The Position

This position is responsible for delivering comprehensive administrative support to ensure the smooth and efficient management of a wide range of business operations and tasks. The Executive Assistant plays a key role in coordinating day-to-day activities, coordinating various divisional activities, managing schedules, handling sensitive and confidential correspondence, preparing documents, developing processes and solutions to address administrative volume, and supporting strategic initiatives. By proactively addressing administrative needs and anticipating challenges, this role helps maintain organizational flow and enables the executive and their team to focus on high-priority goals. The Executive Assistant serves as a reliable point of contact within the organization, often acting as a liaison between the executive, staff, and external stakeholders.

Requirements

• Community College Diploma in business/office administration or equivalent.
• Six to nine (6-9) years of experience in the capacity of an Executive Assistant.
• Minimum of 6 years relevant experience; project management experience an asset.
• 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.
• Ability to demonstrate leadership within the division and the organization as a whole.
• 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.
• Ability to take initiative in the role, utilizing critical thinking and problem-solving skills within minimal direction.
• Exhibit a positive, productive, and professional demeanor in all situations.
• Able to adapt and support organizational change and work with ambiguity.

Nice To Haves

• Experience as a legal assistant or in board secretariat/governance roles is preferred.

Responsibilities

• Provide executive support to the Vice President (VP), including leading strategic initiatives, project managing key files and priorities (including timelines, workflows, action items, and follow ups for delegated tasks), developing of plans to address departmental matters and initiatives, material development, escalation, and delegation.
• Prioritize workflow for the VP, including managing their calendar and determining access to the executive based on prioritization and delivery of organizational priorities, and taking proactive steps to help manage the volume of work and capacity.
• Assistance in ensuring professional registration/requirements, and continuing education is up to date and in order.
• Develop, establish and maintain appropriate information tracking systems, including electronic file systems.
• Coordinate meeting logistics (for both internal and external meetings), including ensuring corresponding documents are prepared and readily available with adequate time for the executive to prepare for the meeting.
• Provide 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.
• Support the development of annual department work plans and calendar of activities to ensure alignment and effective execution of plans.
• Develop and model broad and accurate knowledge of corporate policies, procedures, programs and organizational structures for other employees.
• Work collaboratively with other Executive Assistants 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.
• Track and process expenditures for the VP and department.
• Help keep the department connected by sharing pertinent information, documentation, etc.
• Assist with onboarding new staff to the department.

Benefits

• 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 total rewards package including a hiring salary range of $65,400-$69,490 plus pension plan and a 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 six consecutive years.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree