Executive Assistant, President & Board Chair

Ontario Medical Association; Toronto; Hybrid; CAD 65,000 - 70,000; Full time

Benefits offered by this job

Pension plan

Bonus

Group benefits package

Wellness program

Spending account

Flexible hybrid work environment

Paid professional development

Job summary

The Ontario Medical Association (OMA) is seeking an Executive Assistant, Executive Offices to anticipate executives' needs and manage calendars, documents, and day-to-day administration. You will serve as a trusted partner to the President and Board Chair, ensuring smooth operations and timely responses.

This role requires a Community College Diploma in Office Administration, six to nine years’ experience, and a commitment to hybrid work in Toronto.

Qualifications

• Diploma in Office Administration or equivalent required.
• Six to nine years of relevant experience.
• Experience in health-care sector is an asset.

Responsibilities

• Provide calendar management, schedule appointments and meetings, coordinate meeting logistics and catering, and record minutes.
• Track and submit expenses for the President and Board Chair.
• Support the day-to-day management of the Executive Office’s budget by tracking account codes, preparing contract approval forms and purchase orders, submitting invoices for payment, and liaising with the department’s finance partner.
• Submit honoraria for members attending Executive Offices meetings.
• Track the President-Elect’s stipend throughout onboarding.
• Manage hotel accommodations, travel, and transportation for events, meetings, teleconferences, town halls, and the President’s member tours, and complete related financial reporting.
• Track correspondence, including emails received for the President and/or Board Chair; to help ensure requests are addressed in a timely manner.
• Provide administrative support to committees and task forces under the direction of the Executive Offices.

Education

Community College Diploma in Office Administration, Secretarial Sciences Program or equivalent

Job description

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

The Executive Assistant, Executive Offices is a proactive problem-solver, anticipating the needs of the executives and team, and seamlessly managing and maintaining relationships, priorities, and schedules. The Executive Assistant takes complete ownership over calendars and documents and is responsible for the smooth day-to-day administration of the office. The incumbent is a trusted partner who contributes to the overall success of the team.

The Executive Assistant is responsible for providing full administrative support to the Executive Offices of the OMA, including the President and Board Chair.

How you will make a difference

• Providing administrative support to the President and Board Chair, including calendar management, scheduling appointments and meetings, coordinating on-site and off-site meeting logistics and catering, and recording and compiling meeting minutes, as required.
• Tracking and submitting expenses for the President and Board Chair through the OMA’s financial information system.
• Supporting the day-to-day management of the Executive Office’s budget by tracking account codes, preparing contract approval forms and purchase orders, submitting invoices for payment, and liaising with the department’s finance partner.
• Submitting honoraria for members attending Executive Offices meetings.
• Tracking the President-Elect’s stipend throughout the onboarding process.
• Supporting the President-Elect’s six-month onboarding process, including scheduling, calendar management, and financial tracking.
• Managing hotel accommodations, travel, and transportation for events, meetings, teleconferences, town halls, and the President’s member tours, and completing the related financial reporting.
• Tracking correspondence, including emails received for the President and/or Board Chair; to help ensure requests are addressed in a timely manner.
• Providing administrative support to committees and task forces under the direction of the Executive Offices.

Requirements that are important to us

• Community College Diploma in Office Administration, Secretarial Sciences Program or equivalent
• Six to nine years relevant experience.
• Experience in the health-care sector is considered an asset.

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 berespectful, 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 including a hiring salary range of $64,500 - $70,000 plus pension plan and a bonus
• 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.

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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