Executive Assistant, Economics, Policy and Research
Ontario Medical Association
Toronto Ontario
Salary: Neg Per Hour
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.
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.
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 salary and 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 five consecutive years.
As a condition of employment, OMA conducts background checks and reference checks for all open positions.
Job Overview
Posted Date: 21 Jul 2025
Location: Toronto Ontario
Salary: Neg Per Hour
Company Information
Ontario Medical Association
Name: Ontario Medical Association
Web: https://www.oma.org/