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About the Role

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.

Responsibilities

Provide executive support to the Vice President (VP), including leading strategic initiatives, project managing key files and priorities, developing plans, 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.
Assist in ensuring professional registration/requirements, and continuing education is up to date.
Develop, establish and maintain appropriate information tracking systems, including electronic file systems.
Coordinate meeting logistics, including ensuring corresponding documents are prepared and readily available.
Provide administrative support for assigned committees, including preparing draft agendas, presentations, ensuring documents are prepared to organizational standards, attending meetings as required, drafting minutes, and following up on action items.
Support the development of annual department work plans and calendar of activities.
Develop and model broad and accurate knowledge of corporate policies, procedures, programs and organizational structures.
Work collaboratively with other Executive Assistants to ensure consistent use of workflows and policies.
Contribute to continuous improvements in policies and processes.
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.

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.
Experience as a legal assistant or in board secretariat/governance roles is preferred.
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.
Background checks and reference checks are a condition of employment.

Skills

Microsoft Office
Outlook
Excel
Word
PowerPoint
Project Management
Time Management
Communication
Leadership
Problem-Solving
Writing
Proofreading
Critical Thinking

Location

Toronto

Work Type

Hybrid

Experience Level

6-9 years of experience as an Executive Assistant
Minimum of 6 years relevant experience

Education Level

Community College Diploma in business/office administration or equivalent

Salary/Compensations

$65,400-$69,490

Benefits

Pension plan
Bonus program
Exceptional group benefits package
Spending account
Robust wellness program
Paid professional development
Continuous in-house learning

About the Company

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

Equal Opportunity

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.