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About the Role
This Executive Assistant role provides confidential senior administrative support to two executives, managing administrative matters for their offices and triaging sensitive information to ensure effective communication.
Responsibilities
- Initiate, lead, and support the flow of information, documents, and activities for the Office, identifying and prioritizing urgent matters.
- Establish and maintain liaison with PHO executives, management, staff, senior government officials, private sector, and healthcare providers.
- Identify, research, and ensure availability of information for executive review, recommending or preparing materials for meetings.
- Coordinate, draft, and delegate responses to correspondence and information requests.
- Manage the executive’s calendar, arranging meetings, determining appointment priorities, and preparing agendas and materials.
- Provide support on project activities and committees led or attended by the executive, tracking action items and identifying potential issues.
- Provide senior-level secretariat support to Boards/committees.
- Write, review, and edit departmental documents, briefing materials, meeting minutes, or articles, and generate various documents, reports, and presentations.
- Prepare and monitor the office budget, process invoices, P-card purchases, and expense claims, and provide financial updates.
- Coordinate administrative staff, setting responsibilities and objectives, advising on training, and providing direction for new techniques and standards.
- Provide input and participation on projects related to the development and implementation of office administrative procedures, systems, and practices.
- Act as a member of the Administrative Professionals Forum.
- Perform other duties as assigned.
Requirements
- Completion of a bachelor’s degree in a related field (administrative/business program) or a post-secondary secretarial or administrative assistant program.
- Five to ten years’ experience providing executive assistance and support to a Senior Executive management position.
- Proficient with various computer systems and software programs (MS Office) including database management, word processing, spreadsheet, presentation, scheduling, and e-mail applications.
- Ability to ensure urgent matters and issues with potential impact on the Department/PHO are brought to the attention of the executive or dealt with independently for routine administrative matters.
- Oral communication and interpersonal skills to interact with all visitors/requests using a high degree of discretion and diplomacy.
Skills
- Executive office protocols
- Stakeholder relationship management
- Project administration
- Senior-level secretariat support to Boards/committees
- Office budget preparation and monitoring
- Invoice, purchase, and expense claim processing
- Administrative service principles, methods, and practices
- File management systems
- Direction and development of administrative staff, procedures, systems, and practices
- Knowledge of assigned office programs, services, and activities
- Knowledge of Agency mandate, services, priorities, and procedures
- MS Office proficiency (database management, word processing, spreadsheet, presentation, scheduling, e-mail)
Location
- Toronto
Work Type
- Permanent
- Full time
Experience Level
- Five to ten years’ experience providing executive assistance and support to a Senior Executive management position.
Education Level
- Bachelor’s degree in a related field (administrative/business program)
- Post-secondary secretarial or administrative assistant program
Salary/Compensations
- $59,666.00 - $74,609.00
About the Company
- PHO is committed to ensuring equity in employment.
- Our goal is to create a diverse, inclusive workforce that reflects the communities we serve and to ensure our services and communications are accessible to all individuals.
Equal Opportunity
- PHO is committed to ensuring equity in employment.
- Our goal is to create a diverse, inclusive workforce that reflects the communities we serve and to ensure our services and communications are accessible to all individuals.
- Any candidate who requires a job posting in an alternative format may email a request to HR_Inquiries@oahpp.ca.
- Once an applicant has been selected for an interview, they can inform PHO about any accommodations they may require at any stage of the interview process.