Executive Assistant

Public Health Ontario; Toronto; On-site; CAD 60,000 - 90,000; Full time

Job summary

An established industry player is seeking an Executive Assistant to provide senior administrative support to the Vice President/Chief. This role involves managing sensitive information, coordinating activities, and ensuring effective communication within the organization. The ideal candidate will have extensive experience in executive assistance, strong communication skills, and proficiency in various software applications. Join a dynamic team where your contributions will directly impact public health initiatives, and enjoy a fulfilling career in a supportive environment that values diversity and inclusion.

Qualifications

• 5-10 years of experience providing executive assistance to senior leaders.
• Proficient in managing stakeholder relationships and administrative tasks.

Responsibilities

• Manage the Portfolio Lead’s calendar and coordinate meetings.
• Draft and edit department documents and prepare presentations.

Skills

Executive Office Protocols

Senior Level Secretariat Support

Budget Monitoring

MS Office Proficiency

Oral Communication

Written Communication

Education

Bachelor’s Degree in Administrative/Business Program

Post-secondary Secretarial/Administrative Assistant Diploma

Tools

SharePoint

Skype

Zoom

MS Teams

Job description

Location: PHO Corporate Office & Toronto Laboratory, 661 University Avenue, Toronto, ON

Department: Microbiology and Laboratory Science

The Role

The Executive Assistant role provides confidential senior administrative support to the Vice President/Chief (Portfolio Lead). The Executive Assistant is responsible for managing administrative matters for the portfolio leadership and the Office and triages information of a sensitive and confidential nature ensuring effective and efficient communication between all internal and external contacts.

Key Responsibilities

• Initiates, leads, and supports the flow of information, documents, and activities for the Office; identifies, prioritizes, and ensures urgent matters with potential impact on the Portfolio/PHO are brought to the attention of the Portfolio Lead, appropriate PHO executive or dealt with on own on behalf of the Executive.
• Establishes and maintains liaison with PHO executives, management, and staff and with senior government, public health, health care, academic and private sector officials to act as a focal point of contact to the executive’s office, manage corporate linkages and protocol and to respond to inquiries.
• Identifies, obtains, and ensures the availability of information for review by the Portfolio Lead and recommends/prepares materials on behalf of the Portfolio Lead in preparation for meetings and requests.
• Coordinates, drafts and/or delegates response to correspondence and information requests;
• Manages the Portfolio Lead’s calendar, making arrangements for all meetings including determining priorities of appointment requests, booking meetings; preparing agendas, compiling, and distributing materials; taking meeting notes as requested.
• Provides support on project activities and committees, lead, or attended by the Portfolio Lead; tracks action items, ensures that possible contentious issues are identified in advance, are thoroughly researched, and recommends responses on behalf of the Portfolio Lead.
• Provides senior level secretariat support to Board/committees if required.
• Coordinates information (e.g., briefings, meetings with outside organizations) for the Portfolio Lead.
• Writes, reviews and/or edits a variety of department documents, briefing materials, meeting minutes, or articles and suggests changes in content/format; generates various documents, reports, and presentations for the Portfolio Lead.
• Prepares and monitors the office budget; checks/processes invoices, P-card purchases, expense claims and provides regular financial updates.
• Coordinates the portfolio’s administrative staff, including setting clear responsibilities and objectives, advising on staff training needs, provides direction and leadership in the implementation of new techniques and standards.
• Provides input and participation on projects related to the development and implementation of office administrative procedures, systems, and practices within the Agency.
• Acts as a member of the Administrative Professionals Forum.
• Performs other duties as assigned.
  
  

Knowledge And Skills

• Knowledge of executive office protocols to manage a range of stakeholder relationships, projects, and administration for the Office of the Portfolio Lead.
• Skills in providing senior level secretariat support to Boards/committees.
• Skills to prepare and monitor the office budget and to process invoices, purchases and expense claims;
• Proficient with various computer systems and software programs (MS Office) including database management (e.g., SharePoint), word processing, spreadsheet, presentation, scheduling and e-mail applications, virtual meeting platforms (e.g., Skype, Zoom, MS Teams).
• Highly developed oral communication and interpersonal skills to liaise with PHO executives, management and staff, senior government, public health, health care, academic and private sector officials and occasionally the general public to respond to inquiries regarding the department’s mandate and activities on behalf of the Portfolio Lead and to research information on behalf of the Portfolio Lead.
• Written communication skills to draft responses to information requests; create correspondence, reports and prepare presentations.
• Written communication skills to write, review and/or edit a variety of department documents, briefing materials, meeting minutes, or articles.
  
  

Education And Experience

• Bachelor’s degree in a related field i.e., administrative/business program or completion of a post-secondary secretarial or administrative assistant diploma program.
• Five (5) to ten (10) years’ experience providing executive assistance and support to a Senior Leader/ Executive management position.
  
  

Attributes and Competencies

• Demonstrates professionalism when acting as the focal point of contact to the executive’s office to manage corporate linkages and protocols;
• Takes in initiative in ensuring urgent matters and issues with potential impact on the Department/PHO are expeditiously brought to the attention of the Portfolio Lead, appropriate PHO executive or dealt with on own on behalf of the Executive for routine administrative matters.
  
  

Duration: Permanent

Hours of Work: Full time, 36.25 hours per week

Compensation Group: Individual Contributor

Posting Date: 04-25-2025

Closing Date: 05-10-2025

Please note: applications will be received no later than 11:59pm on the date preceding the closing date as indicated on the Job Requisition.

Note: Internal candidates will be considered first.

While we thank all applicants for their interest, only those selected to move forward in the recruitment process will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.

PHO is committed to ensuring equity in employment. Our goal is to create a diverse, inclusive workforce that reflects the communities we serve and to ensure our services and communications are accessible to all individuals. Any candidate who requires a job posting in an alternative format may email a request to [e-mail]. Once an applicant has been selected for an interview, they can inform PHO about any accommodations they may require at any stage of the interview process.