Executive Assistant

2 weeks ago

Toronto, Canada OntarioMD Full time

**Executive Assistant**

**Full Time/Permanent**

**Job Band: 3**

Reporting to the Chief Strategy, Growth & Stakeholder Relations and the General Counsel and Chief Privacy Officer, the Executive Assistant will provide executive level administrative support to both Executives, their teams and other staff at OntarioMD, as required from time to time.

**Reporting to the Chief Strategy, Growth & Stakeholder Relations and the General Counsel and Chief Privacy Officer, the Executive Assistant is responsible for**:
**Administrative Support including**:

- Support the Executive to optimize efficiency of administrative tasks and the coordination and communication within and between internal departments;
- As a delegate, manages executive calendars, prepares daily schedule(s), and ensures principals are meeting ready;
- Manage priority lists, timelines, bring forward items and deadlines
- As a delegate, triage received messages in executive inboxes as required;
- Schedule/coordinate virtual and in-person meetings including formulation of agendas and disbursement of associated materials;
- Support portfolio activity, coordinating meetings agendas, materials and deliverables with direct reports;
- Support annual professional memberships renewal;
- Back up support for executive coordinator to CEO and other executive assistants;
- Governance support to General Counsel’s work as Corporate Secretary as required;
- Support the delivery of presentations, contracts, memoranda of understanding and legal documents, change management and communication materials, etc.;
- Handle confidential and/or sensitive information related to business operations;
- Prepare and process travel arrangements, purchase orders, coordinate expense and other submissions, process expenses and invoices;
- Prepare correspondence and maintain department files both physical and electronic;
- Work collaboratively with other internal and external assistants; providing back up when required
- Attend meetings, create meeting minutes, action items, and timely follow-up as required;
- Assist with the planning and coordination of conferences, registrations, events, including greeting visitors, catering, travel and accommodation bookings.
- Additional Administrative Support may be assigned from time to time.

**Support for Privacy Incident Reporting including**:

- Monitoring Privacy mailbox;
- Connecting with incident notifiers and troubleshooting ensuring timely responses to incident resolution and closure;
- Uploading incident documentation to Privacy tool;
- Weekly meeting with Privacy Office to report on the status of all incidents;
- Coordinating necessary meetings;
- Collaborate with IT in effective processing of incidents or Privacy Tool enhancements/development

**Requirements that are important to us**:

- Post-secondary education in Business Administration or related field; or equivalent work experience;
- 2-4 years’ administrative experience supporting c-suite leadership;
- Strong Microsoft Office (Word, PowerPoint, Outlook, Excel) skills
- Understanding and experience with support of legal and governance function
- Strong interpersonal, analytical and troubleshooting skills;
- Strong organization, administrative, critical thinking and analysis skills, and the ability to multi-task;
- Strong verbal and written communication skills, including formal documentation;
- Understanding of financial processes and financial tracking, monitoring and reporting;
- Ability to work independently as well as in a team environment;
- Ability to support several individuals concurrently by managing their expectations and prioritizing of work;
- Ability to demonstrate tact and discretion in preparing, handling and disclosing information of a confidential or sensitive nature;
- Ability to meet deadlines and work under pressure in a professional manner;
- Flexible and self-directed; ability to function productively in an unstructured environment.

**Benefits we think you'll like**:

- Fantastic opportunity to grow within the team and throughout the organization
- Professional development and continuous in-house learning opportunities
- Fun, friendly and dynamic work environment with a passion for digital health
- Competitive salary and bonus program
- Exceptional group benefits package paid by the organization

**How to Apply**:

- Following the advice of provincial health authorities, to mitigate the risk of the potential spread of COVID-19 and support social distancing, all recruiting activities including interviews and new hire onboarding will be conducted remotely. While we are doing our best to ensure reasonable response times, please expect potential delays during the recruiting process due to the current situation._

**_ OntarioMD does not solicit personal information such as banking information or passport information over social media sites for employment purposes._**

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