Administrative Assistant

Ontario Health; Toronto; Hybrid; CAD 40,000 - 70,000; Full time

Job summary

Join a forward-thinking organization dedicated to improving health outcomes in Ontario! As an Administrative Assistant, you will play a vital role in supporting Directors and Managers through various administrative tasks. Your ability to manage schedules, coordinate meetings, and maintain accurate records will be essential in ensuring the smooth operation of the office. This position offers a collaborative, values-based team culture and a hybrid working model, allowing you to thrive while balancing work and personal life. With a commitment to employee wellness and professional growth, this opportunity is perfect for those looking to make a meaningful impact in the healthcare sector.

Benefits

Fully paid medical, dental and vision coverage

Health care spending or wellness spending account

Premium defined benefit pension plan

Three personal days and two float days annually

Three weeks’ vacation to start

Career development opportunities

Collaborative values-based team culture

Wellness program

Participation in Communities of Inclusion

Qualifications

• 1-2 years of related work experience is required.
• Completion of a high school or college diploma in relevant fields.

Responsibilities

• Provides administrative support, including managing calendars and booking rooms.
• Prepares and proofreads documents, ensuring accuracy and completeness.
• Organizes and maintains departmental records and filing systems.

Skills

Analytical Skills

Problem-solving Skills

Organizational Skills

Time Management

Interpersonal Skills

Customer Service Skills

Verbal Communication

Written Communication

Bilingual (English/French)

Education

High School Diploma

College Diploma in Administrative Studies or Business Administration

Tools

Office Equipment (Photocopier, Binding Machine, Fax)

SharePoint

Job description

time left to apply End Date: March 1, 2025 (13 days left to apply)

job requisition id R108487

At Ontario Health, we are committed to developing a strong organizational culture that connects and inspires all team members across the province. Our vision is that together, we will be a leader in health and wellness for all. Our mission is to connect the health system to drive improved and equitable health outcomes, experiences and value. How we work together is reflected through our five values: integrity, inspiration, tenacity, humility and care.

What Ontario Health offers:

• Fully paid medical, dental and vision coverage from your first day
• A health care spending or wellness spending account
• A premium defined benefit pension plan
• Three personal days and two float days annually
• Three weeks’ vacation to start (for individual contributors), increasing to four weeks after two years
• Career development opportunities
• A collaborative values-based team culture
• A wellness program
• A hybrid working model
• Participation in Communities of Inclusion

Want to make a difference in your career? Consider this opportunity.

The Administrative Assistant position is primarily responsible for providing administrative support to Directors, Managers, Team Leaders or projects/programs. As part of this role, the Administrative Assistant undertakes an assortment of administrative duties, including coordinating and scheduling meetings, managing and maintaining documents and SharePoint sites, and handling new employee onboarding requests.

Here is what you will be doing:

• Provides administrative support and assistance including managing the executive’s calendar, booking boardrooms and equipment, making travel arrangements, completing and logging travel expense accounts, ensuring accuracy of calculations and allowable expenses.
• Receives inquiries and determines urgency of attention.
• Compiles information, ensuring Executive has all necessary information and materials for meetings.
• Prepares and proofreads a variety of documents including correspondence, slide presentations, charts, and project plans.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Organizes and maintains departmental records as accurate and complete and develops and maintains filing systems.
• Maintains information exchange and collaboration with internal and external stakeholders.
• Ensures documents are kept updated and responds to requests for materials regarding the region in general.
• Provides assistance and facilitation of divisional meetings including coordinating agenda items, taking minutes and following up on items discussed for action.
• Receives, reviews, and prioritizes incoming mail, referring matters for action as appropriate.
• Follows up on outstanding items ensuring timely responses.
• Responds to inquiries, internally and externally, ensuring appropriate actions, dissemination of information and follow up as necessary.
• Assists in the efficient operation of the office by liaising with other Ontario Health departments resolving issues and ensuring new staff/consultants have appropriate and necessary supplies and equipment.
• Assumes responsibility for specific projects as required.

Here is what you will need to be successful:

Education and Experience

• Completion of a high school or college diploma, major in administrative studies, business administration, commerce, or recognized equivalent.
• 1-2 years of related work experience is required.

Knowledge and Skills

• Ability to work well under pressure and use good judgment in assessing and responding to difficult situations.
• Analytical and problem-solving skills and proven ability to research and summarize information.
• Experience in providing all aspects of administrative support to a manager or a team within a program.
• Proficient in operating office equipment such as photocopier, binding machine, fax, etc.
• Excellent organizational and time management skills required.
• Excellent interpersonal and customer service skills.
• Excellent verbal and written communications skills required.
• Bilingual (English/French) is considered an asset.

#LI-hybrid

#LI-DNI

Location: Toronto, Ontario (currently hybrid; subject to change)

Employment Type: Permanent Full time

Salary Band: Band 2

External Application Deadline Date: February 28, 2025

All applicants must be a resident of Ontario to be considered for roles at Ontario Health.

Ontario Health encourages applications from candidates who are First Nations, Métis, Inuit, and urban Indigenous; Francophone; members of Black and racialized groups; 2SLGBTQIA+ communities; trans and nonbinary individuals; and people living with disabilities.

Ontario Health is an accessible employer, and we offer accommodation in all aspects of employment, including the recruitment process. If you require a disability related accommodation in order to participate in the recruitment process, please email [e-mail] and a member of the team will connect with you within 48 hours.

Get in Touch

Introduce yourself to our Talent Acquisition team and we will get in touch if there is a role that seems like a good match.

About Us

Ontario Health is the provincial agency responsible for ensuring Ontarians receive high-quality health care services where and when they need them. Since it was established in June 2019, Ontario Health has brought together the strengths of many existing health care organizations to work together to build a better health care system for all Ontarians. Building on the expertise and knowledge of our people, we are committed to applying the best of what we collectively do, and in partnership with others, to transform the health system and improve the quality and delivery of care for patients, families, and health care providers.