Executive Assistant, Governance & Physician Leader Engagement

About the Organization

The Ontario Medical Association supports physicians and advocates for their role in improving patient care. The organization aims to be a trusted voice in advancing Ontario’s health-care system by encouraging better practices, innovative thinking, and practical solutions.

Role Overview

This position provides broad administrative and coordination support to keep business operations running smoothly. The Executive Assistant will manage schedules, coordinate divisional activities, handle confidential communications, prepare documents, build practical administrative processes, and support strategic work. The role also acts as a dependable contact point between leadership, internal teams, and outside stakeholders.

Key Contributions

• Support the Vice President by driving strategic initiatives, managing important files and priorities, tracking timelines, workflows, action items, and delegated follow-ups, and helping prepare plans for departmental matters.
• Organize the VP’s priorities and calendar, balancing access requests with organizational needs and helping manage workload and capacity.
• Assist with keeping professional registration requirements and continuing education records current and complete.
• Create and maintain tracking tools and electronic filing systems.
• Arrange internal and external meetings, ensuring that briefing materials and supporting documents are ready in time for executive preparation.
• Provide committee support by drafting agendas and presentations, ensuring materials meet organizational standards and are submitted on time, attending meetings when needed, drafting minutes for review, tracking action items, and sending approved minutes for archiving.
• Contribute to annual department work plans and activity calendars so execution stays aligned with team goals.
• Build and demonstrate strong knowledge of corporate policies, procedures, programs, and organizational structure for the benefit of other staff.
• Partner with other Executive Assistants to keep workflows and policies consistent across the organization, while also helping improve processes and covering as needed.
• Monitor and process expenses for the VP and the department.
• Share relevant information and documents to keep the department connected and informed.
• Support onboarding for new team members.

Requirements

• A community college diploma in business administration, office administration, or an equivalent background.
• Six to nine years of experience working as an Executive Assistant.
• Prior experience as a legal assistant or in board secretariat/governance work is an advantage.
• At least 6 years of relevant experience overall; project management experience is considered a plus.
• Strong working knowledge of computer systems and standard office software such as Microsoft Office, Outlook, Excel, Word, and PowerPoint, along with the ability to learn new tools quickly.
• Excellent organizational ability for both personal workload and team coordination, with a strong eye for detail.
• Well-developed planning and time management skills.
• Clear and respectful communication skills in all situations.
• Ability to show leadership within the division and across the organization.
• A proactive, solution-oriented mindset with emphasis on preventing issues before they escalate.
• Strong writing and proofreading skills for emails, memoranda, letters, and other communications.
• Ability to accurately prepare meeting minutes and polished professional documents.
• Comfort working in a fast-paced setting with multiple competing priorities.
• Willingness to take initiative and use critical thinking with minimal direction.
• Professional, positive, and productive demeanor at all times.
• Ability to adapt to change and work effectively when situations are unclear or evolving.

Work Environment and Additional Information

The organization operates in a permanent hybrid model. This role requires working a minimum number of days from the Toronto office.

Compensation and Benefits

• Hiring salary range: $65,400 to $69,490.
• Pension plan included.
• Bonus program available.
• Comprehensive group benefits package, including a spending account and wellness program.
• Paid professional development and ongoing in-house learning.
• Supportive and flexible hybrid work setting.

Employment Conditions

• Background checks and reference checks are required for all open positions as a condition of employment.
• This is an existing vacancy on the team.
• The recruitment process does not use artificial intelligence.

Equity and Accessibility

The Ontario Medical Association is committed to diversity, equity, and inclusion. Applications are encouraged from racialized persons and persons of colour, women, Indigenous Peoples of North America, persons with disabilities, LGBTQ2S+ individuals, and others who can contribute to broader representation of ideas. Accommodation will be provided throughout the hiring process for applicants with disabilities in line with accessibility requirements.