Coordinator, People

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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 providing administrative and strategic support as an extension of P&C leadership, acting as a trusted partner to ensure efficiency and prioritization for the P&C functions in alignment with strategic initiatives, including calendar & meeting management, departmental coordination, and triaging matters with professionalism, diplomacy and discretion. This role combines administrative support for the executive director with light project management responsibilities and assistance in preparing communications and accessible presentation materials for diverse audiences.

How you will make a difference

Leadership Support

• Managing agile scheduling needs and complex calendars.
• Anticipate needs and proactively resolve administrative roadblocks.
• Handling confidential information with discretion and professionalism.
• Preparing correspondence, briefing materials, and meeting agendas.

Project Coordination

• Supporting light project management activities for P&C initiatives.
• Tracking timelines and deliverables.
• Coordinating cross-functional tasks and follow-ups.
• Maintaining project documentation and status updates.

Reporting & Presentation Support

• Assist in drafting and formatting compelling visual reports and dashboards.
• Preparing slide decks and briefing notes to support leadership presentations, helping to consolidate key messages or draft speaking notes.
• Ensuring materials are clear, accessible, visually engaging, and aligned with organizational branding.

Operational & Financial Administration

• Process contracts, purchase orders, and expense reports.
• Monitor departmental budgets and training registrations.
• Liaise with internal teams and external stakeholders to coordinate timing of cross functional activities and ensure smooth operations.

Meeting & Initiative Coordination

• Coordinate and support meetings, including People Leaders Meetings, consolidating agenda materials, logistics, surveys and documentation.
• Prepare and distribute minutes, action items, and follow-up communications.
• Help plan and coordinate logistics for other events and initiatives upon request, coordinating with stakeholders and enterprise map to determine best timing.

Other

• Collaborate and support ad hoc work and projects in the P&C team upon request, contributing to key division goals and supporting other staff events upon request.
• Serve as the backup for the P&C Executive Assistant as needed, ensuring continuity of support and operations during periods of absence or increased demand.

Requirements that are important to us

• College degree/certificate in Human Resources, Business Administration, or other relevant program of study.
• 6 - 9 years of relevant experience
• Strong organizational, planning, and time‑management skills, with the ability to manage multiple priorities, work independently, and maintain a high level of accuracy and professionalism.
• Excellent communication skills (written and verbal), including drafting presentations, minutes, proofreading documents, and communicating respectfully in all situations.
• Proficiency with Microsoft Office and the ability to quickly learn new systems; demonstrates initiative, problem‑solving, adaptability, and a positive, collaborative approach to change.

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 office.

What do we have to offer you?

• A work environment whose values are to be respectful, bold, responsive, and transparent in our work and our behaviours
• A fantastic opportunity to grow with the team and help shape the strategic direction of the OMA, its members and the health-care system
• An organization that is committed to the equity, diversity and inclusion principles of humility, accountability, collaboration, courage and integrity
• A commitment to growth and development through paid professional development and continuous in-house learning
• A friendly and flexible hybrid work environment
• Competitive total rewards package including a hiring salary range of $65,400- $69,490 plus pension plan and a bonus program
• Exceptional group benefits package, including a spending account and a robust wellness program
• An organization that has been recognized as a Greater Toronto's Top Employers for six consecutive years.

As a condition of employment, OMA conducts background checks and reference checks for all open positions.

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We're excited to share this opportunity, which is for a newly created position part of our ongoing search for great talent on our team. Kindly be advised that our recruitment process does not involve the use of Artificial Intelligence.

The Ontario Medical Association is strongly committed to diversity within its community and welcomes applications from racialized persons/persons of colour, women, Indigenous People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas. In accordance with the AODA Act, accommodation will be provided throughout the recruitment process to applicants with disabilities.

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