Executive Assistant, Executive Offices

Ontario Medical Association; Toronto; Hybrid; CAD 60,000 - 75,000; Full time

Job summary

A healthcare advocacy organization is seeking an experienced administrative support professional for its Executive Offices in Toronto. The role includes managing schedules, handling correspondence, and assisting with the budget. Ideal candidates should have a Community College Diploma in Office Administration and 6-9 years of relevant experience. The work environment is hybrid, requiring a minimum number of days on-site. Competitive compensation and benefits package are provided.

Benefits

Competitive total rewards package

Pension plan

Exceptional group benefits

Wellness program

Paid professional development

Qualifications

• 6-9 years of relevant administrative experience.

Responsibilities

• Provide administrative support to the CEO and President.
• Manage schedules, appointments, and meeting arrangements.
• Track and submit expenses through the financial system.
• Assist with hotel, travel, and transportation arrangements.
• Manage the Executive Office's budget and related tasks.

Skills

Office Administration

Budget Management

Scheduling and Coordination

Expense Tracking

Education

Community College Diploma in Office Administration

Job description

Overview

Are you looking to join one of Greater Toronto’s Top 2026 Employers?

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’s health-care system by courageously pursuing best practices, new ideas, solutions, and opportunities to improve.

Job summary

This position is responsible for providing administrative support to the Executive Offices of the OMA, including the CEO and President.

How you will make a difference

• Providing administrative support to the CEO and President, managing and coordinating schedules, arranging appointments and meetings, coordinating incoming/outgoing mail/courier packages, coordinating conference room/off-site meeting venue set-ups and catering, and recording and compiling meeting minutes as required.
• Providing support for tracking and submitting expenses for the CEO and President through the OMA’s financial information system.
• Managing hotel, travel and transportation requirements, and assists in completing the financial reporting after every event, meeting, teleconference, town hall, etc.
• Assisting with tracking correspondence, including emails received into the President’s inbox to ensure all requests are responded to in a timely manner.
• Providing assistance for day-to-day management of the Executive Office’s budget, including tracking account codes, preparing contract approval forms, purchase orders, filing invoices for payment, and liaising with the department’s finance partner.
• Providing administrative support for committees and task forces that fall under the direction of the Executive Offices, including the Executive Committee and the Member Issues Task Force.

Requirements that are important to us

• Community College Diploma in Office Administration, Secretarial Sciences Program or equivalent
• 6-9 years of relevant experience.

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 total rewards package plus pension plan and a 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 six consecutive years.

As a condition of employment, OMA conducts background checks and reference checks for all open positions.

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We\'re excited to share this opportunity, which is for an existing vacancy of our ongoing search for great talent on our team. Kindly be advised that our recruitment process does not involve the use of Artificial Intelligence.

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.