Executive Assistant

Executive Assistant

Vacancy Status: This is a temporary full-time vacancy to cover an employee leave. This position is expected to last at least three months, with the possibility of extension up to one year.

Location: Sault Ste. Marie

Salary Range: $60, $68,377.40

Position Summary

Reporting to the Medical Officer of Health / CEO, the Executive Assistant provides confidential, executive-level administrative support to the Office of the MOH/CEO, including support to three Executive Directors and, as required, members of the Leadership and Communications teams. The position also provides cross-coverage and performs the duties of Secretary to the Board of Health when needed.

Key Responsibilities

• Provide comprehensive executive-level administrative support to the Office of the MOH/CEO.
• Manage complex calendars, schedules, and travel arrangements.
• Coordinate internal and external meetings, including scheduling, agenda preparation, audiovisual setup, minute-taking, and follow-up on action items.
• Communicate on behalf of APH leadership with staff, partners, and external stakeholders.
• Ensure timely completion of assigned projects through effective coordination and follow-up.
• Prepare, format, manage, and distribute confidential physical and electronic documents.
• Collect, analyze, and summarize quantitative and qualitative information to support decision-making.
• Draft, edit, and format moderately complex correspondence and reports.
• Handle sensitive and confidential information with discretion.
• Acts as Secretary to the Board of Governors for Board meetings and events.
• Perform other related duties as assigned.

Qualifications, Experience, and Skills

• College Diploma: examples may include, Office Administration, Business Administration or an equivalent combination of education and experience.
• Minimum of 3–5 years' experience providing senior-level administrative support to executive or senior management.
• Strong analytical and organizational skills, with experience managing data and conducting research.
• Demonstrated ability to handle confidential and sensitive information with professionalism and integrity.
• Advanced proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams, SharePoint, OneDrive) and Microsoft Copilot.
• Experience supporting audiovisual and videoconferencing technology for in-person and hybrid meetings.
• Strong working knowledge of Windows, iOS, and Android operating systems, with the ability to learn new technologies quickly.
• Excellent verbal, written, and interpersonal communication skills, including professional and diplomatic interaction with diverse stakeholders.
• Strong editing and proofreading skills, including the use of AI-supported tools.
• Excellent judgment and problem-solving ability, with the capacity to work independently and know when to escalate issues.
• Highly organized, detail-oriented, and able to manage multiple competing priorities in a fast-paced environment.
• Proactive, adaptable, and eager to learn in a dynamic public health setting.
• Advanced oral and written proficiency in English; bilingualism or additional languages relevant to diverse communities are assets.
• Ability to work outside regular business hours, including evenings and weekends, as required.
• Valid Ontario Class "G" Driver's Licence and access to a reliable vehicle.
• A satisfactory Police Vulnerable Sector Check (PVSC) is required as a condition of employment (at the candidate's expense).

Algoma Public Health believes in and is committed to promoting diversity in our workforce and ensuring accessible employment practices, in compliance with the Accessibility for Ontarians with Disabilities Act. Accommodations are available upon request for candidates taking part in all aspects of the recruitment and selection process. We will work with you to meet your needs.

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A cover letter and current resume must be provided in order to be considered for this position.

We would like to thank all candidates for responding; however, only individuals selected for an interview will be contacted.

Job Type: Full-time

Pay: $60,387.60-$68,377.40 per year

Work Location: In person