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Executive Assistant, Economics, Policy and Research
3 weeks ago
Are you looking to join one of _Greater Toronto’s Top 2025 Employers_?_
- 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._
**_Job summary_**:
- This position is responsible for delivering comprehensive administrative support to ensure the smooth and efficient management of a wide range of business operations and tasks. _
- The Executive Assistant plays a key role in coordinating day-to-day activities, coordinating of various divisional activities, managing schedules, handling sensitive and confidential correspondence, preparing documents, developing processes and solutions to address administrative volume, and supporting strategic initiatives. _
- By proactively addressing administrative needs and anticipating challenges, this role helps maintain organizational flow and enables the executive and their team to focus on high-priority goals. The Executive Assistant serves as a reliable point of contact within the organization, often acting as a liaison between the executive, staff, and external stakeholders. _
**_How you will make a difference _**
- _Provide executive support to the Executive Vice President (EVP), including leading strategic initiatives, project managing key files and priorities (including timelines, workflows, action items, and follow ups for delegated tasks), developing of plans to address departmental matters and initiatives, material development, escalation, and delegation. _
- _Prioritize workflow for the EVP, including managing their calendar and determining access to the executive based on prioritization and delivery of organizational priorities, and taking proactive steps to help manage the volume of work and capacity_
- _ Assistance in ensuring professional registration/requirements, and continuing education is up to date and in order_
- _ Develop, establish and maintain appropriate information tracking systems, including electronic file systems._
- _ Coordinate meeting logistics (for both internal and external meetings), including ensuring corresponding documents are prepared and readily available with adequate time for the executive to prepare for the meeting._
- _ Provide administrative support for assigned committees, including preparing draft agendas, presentations, ensuring all documents are prepared to organizational standards and submitted before the deadline, attend meetings as required, draft minutes for review, follow-up on action items, and submit approved minutes for archiving._
- _ Support the development of annual department work plans and calendar of activities to ensure alignment and effective execution of plans._
- _ Develop and model broad and accurate knowledge of corporate policies, procedures, programs and organizational structures for other employees._
- _ Work collaboratively with other Executive Assistant’s to ensure consistent use of workflows and policies across the organization. In addition, contribute to continuous improvements in policies and processes, and provide back up with to other Executive Assistants as requested. _
- _Track and process expenditures for the EVP and department._
- _ Help keep the department connected by sharing pertinent information, documentation, etc._
- _ Assist with onboarding new staff to the department._
**_ Requirements that are important to us_**
- _ Community College Diploma in business/office administration or equivalent. _
- _Six to nine years relevant experience_
- _ Extensive proficiency using computers and standard software programs (e.g., Microsoft Office, Outlook, Excel, Word, PowerPoint, etc.). Ability to adapt and learn new software._
- _ High level of organization for self and others, including a high level of detail orientation._
- _ Very strong project planning and time management skills. Project management experience an asset._
- _ Ability to communicate effectively and respectfully in any situation_
- _ Ability to demonstrate leadership within the division and the organization as a whole_
- _ Problem-solving orientation, with a focus pro-active mitigation._
- _ Capacity to record and develop meeting minutes and high-level professional documents accurately and efficiently._
- _ Task-oriented with the ability to manage multiple and often competing priorities in a fast-paced environment_
- _ Ability to take initiative in the role, utilizing critical thinking and problem-solving skills within mínimal direction._
- _ Exhibit a positive, productive, and professional demeanor in all situations. _
- _Able to adapt and support organizational change and work with ambiguity._
**_ The OMA has moved to a permanent hybrid work environment. As such, the individual in this position will be required to work a minimum number of days in our Toronto offi
