Executive Assistant, Governance & Physician Leader Engagement

About the Organization

The Ontario Medical Association (OMA) champions and supports physicians by enhancing their leadership roles in patient care. OMA aims to serve as the trusted advocate for transforming Ontario's healthcare system by promoting innovative methodologies, implementing best practices, and seizing new opportunities to improve healthcare outcomes.

Role Summary

This Executive Assistant role is pivotal in providing wide-ranging administrative support to ensure seamless operations and task management. The position is responsible for organizing daily activities, managing schedules, handling confidential correspondence, preparing documentation, and developing systems to manage administrative load while assisting strategic organizational goals. The Executive Assistant functions as a dependable liaison between the VP, staff, and external parties, aiming to boost organizational efficiency.

Key Responsibilities

• Deliver executive support to the Vice President, including leading strategic projects and managing key initiatives by overseeing timelines, workflows, task follow-ups, and plan development for departmental matters.
• Manage the VP’s calendar thoughtfully by prioritizing workload and access to ensure alignment with organizational priorities.
• Assist with maintaining professional registration requirements and ongoing education for relevant personnel.
• Create and manage information tracking systems, including electronic filing, to support organizational effectiveness.
• Coordinate logistics for internal and external meetings ensuring all preparatory documents are timely and accessible.
• Provide administrative assistance to assigned committees by drafting agendas, presentations, managing document submission, attending meetings as needed, taking minutes, and facilitating follow-up actions and record keeping.
• Support annual departmental planning and scheduling activities to guarantee coordination and successful implementation.
• Exhibit comprehensive knowledge of corporate policies, procedures, and organizational structures, promoting best practices among colleagues.
• Collaborate with other Executive Assistants to harmonize workflows and policy application, contribute to process improvements, and provide cross-cover support when necessary.
• Oversee tracking and processing of expenditures for the VP and department.
• Facilitate departmental communication and documentation sharing to strengthen connectivity among team members.
• Participate in onboarding activities for new department staff to ease integration.

Qualifications

• Post-secondary Diploma in Business or Office Administration, or an equivalent credential.
• Between 6 to 9 years of experience performing in an Executive Assistant capacity.
• Preferred background includes experience as a legal assistant or in board secretariat or governance roles.
• Minimum six years of relevant experience with added value from project management expertise.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and capacity to quickly learn new software applications.
• Exceptional organizational skills with great attention to detail for managing own workload and supporting others.
• Strong time management and project planning capabilities.
• Excellent communication skills with the ability to engage respectfully in diverse situations.
• Leadership qualities with a proactive, problem-solving approach.
• Competent writing and proofreading skills to prepare professional correspondence and documents.
• Able to accurately record and prepare meeting minutes and high-level documents efficiently.
• Capability to juggle multiple competing priorities in a dynamic, fast-paced environment.
• Self-motivated with critical thinking skills and an ability to work independently.
• Positive, professional attitude adaptable to organizational change and ambiguity.

Work Environment and Benefits

• Permanent hybrid work model requiring a minimum presence in the Toronto office.
• Workplace culture grounded in respect, boldness, responsiveness, and transparency.
• Opportunities for professional growth and contribution to shaping healthcare policy and strategy.
• Firm commitment to equity, diversity, and inclusion based on humility, accountability, collaboration, courage, and integrity.
• Paid professional development and ongoing internal learning opportunities.
• Flexible and supportive hybrid work arrangements.
• Competitive salary range from $65,400 to $69,490 annually, complemented by a pension plan and bonus program.
• Comprehensive group benefits including a wellness program and spending account.
• Recognition as a top employer in the Greater Toronto Area for six consecutive years.

Additional Information

Employment is contingent on successful background and reference checks. The OMA values diversity and encourages applications from underrepresented groups. Accommodation will be provided for applicants with disabilities throughout the recruitment process in accordance with applicable legislation. This opportunity addresses an existing team vacancy with a recruitment process free from artificial intelligence involvement.