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About the Role
The Executive Assistant, Executive Offices is a proactive problem-solver, anticipating the needs of the executives and team, and seamlessly managing and maintaining relationships, priorities, and schedules. The Executive Assistant takes complete ownership over calendars and documents and is responsible for the smooth day-to-day administration of the office. The incumbent is a trusted partner who contributes to the overall success of the team. The Executive Assistant is responsible for providing full administrative support to the Executive Offices of the OMA, including the President and Board Chair.
Responsibilities
- Providing administrative support to the President and Board Chair, including calendar management, scheduling appointments and meetings, coordinating on-site and off-site meeting logistics and catering, and recording and compiling meeting minutes, as required.
- Tracking and submitting expenses for the President and Board Chair through the OMA’s financial information system.
- Supporting the day-to-day management of the Executive Office’s budget by tracking account codes, preparing contract approval forms and purchase orders, submitting invoices for payment, and liaising with the department’s finance partner.
- Submitting honoraria for members attending Executive Offices meetings.
- Tracking the President-Elect’s stipend throughout the onboarding process.
- Supporting the President-Elect’s six-month onboarding process, including scheduling, calendar management, and financial tracking.
- Managing hotel accommodations, travel, and transportation for events, meetings, teleconferences, town halls, and the President’s member tours, and completing the related financial reporting.
- Tracking correspondence, including emails received for the President and/or Board Chair; to help ensure requests are addressed in a timely manner.
- Providing administrative support to committees and task forces under the direction of the Executive Offices.
Requirements
- Community College Diploma in Office Administration, Secretarial Sciences Program or equivalent
- Six to nine years relevant experience.
- Experience in the health-care sector is considered an asset.
- Background checks and reference checks are conducted for all open positions.
Location
- Toronto
Work Type
- Hybrid
Experience Level
- Six to nine years relevant experience
Education Level
- Community College Diploma in Office Administration, Secretarial Sciences Program or equivalent
Salary/Compensations
- $64,500 - $70,000
Benefits
- Competitive total rewards package
- Pension plan
- Bonus
- 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.