Job Description

Are you looking to expand your skills and be part of an organization that is committed to the Equity, Diversity and Inclusion principles of Humility, Accountability, Collaboration, Courage, and Integrity? Do you hold high the values of being respectful, bold, responsive, and transparent? Then join the Ontario Medical Association\xe2\x80\x99s Economics, Policy & Research department.

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\xe2\x80\x99s health care system by courageously pursuing best practices, new ideas, solutions and opportunities to improve.

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.

Job Summary

The Executive Assistant (EA) position is a key supporting role with a high level of responsibility and impact. The EA will primarily work with the Executive Vice President (EVP) and the Economics, Policy and Research (EPR) team in reporting, planning, scheduling, and organizing tasks to keep time and attention focused on company goals, projects, and priorities.

To be successful in this role, you must be diligent, results-oriented, have strong business acumen and customer focus, and have the demonstrated ability to effectively prioritize workflow. You must love to learn, effectively multi-task without losing attention to details and be able to communicate clearly and concisely in both written and verbal modes.

You Will Make a Difference By

• Providing executive support to the EVP, EPR including leading strategic initiatives, project managing key files and priorities (including timelines, workflows, action items, and follow ups for delegated tasks), material development, escalation, and delegation.
• Prioritizing workflow for the EVP, including managing their calendar and determining access to them based on prioritization and delivery of organizational priorities.
• Developing, establishing, and maintaining appropriate information tracking systems, including electronic file systems.
• Coordinating meeting logistics, including ensuring corresponding documents are prepared and readily available with adequate time for the EVP to prepare for the meeting.
• Providing administrative support for assigned committees, including preparing draft agendas, presentations, ensuring all documents are prepared to organizational standards and submitted before the deadline; attending meetings as required, drafting minutes for review, following-up on action items, and submitting approved minutes for archiving.
• Supporting the development of annual department work plans and calendar of activities to ensure alignment and effective execution of plans.
• Developing and modelling broad and accurate knowledge of corporate polices, procedures, programs, and organizational structures for other employees.
• Working collaboratively with other Executive Assistants 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 to other Executive Assistants, as requested.
• Tracking and processing expenditures for the EVP and department.
• Helping keep the department connected by sharing pertinent information, documentation, etc.
• Committing to and demonstrating the values of the OMA in all actions and behaviours, setting a high example for others within the organization.

Requirements That Are Important to Us:

• Minimum of 6 years relevant experience; project management experience an asset.
• 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.
• Ability to communicate effectively and respectfully in any situation.
• Problem-solving orientation, with a focus pro-active mitigation.
• Proficient writing and proofreading skills with the ability to draft/edit communication including emails, memorandums, and letters.
• 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 minimal direction.
• Exhibit a positive, productive, and professional demeanor in all situations.
• Able to adapt and support organizational change and work with ambiguity.

What Do We Have to Offer You?

• Fantastic opportunity to grow with the team and help shape the strategic direction of the OMA
• Paid professional development and continuous in-house learning
• Friendly and flexible hybrid work environment
• Competitive salary and bonus program
• Exceptional group benefits package, including a spending account and a robust wellness program
• Work with one of

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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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Ontario Medical Association