Are you looking to join one of Greater Toronto's Top 2025 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 plays a key role in enhancing the effectiveness of the Vice President of OMA Insurance. This role is responsible for optimizing executive time and priorities to ensure focus on high-impact initiatives that drive organizational success.
To succeed, you'll need a strong understanding of the executives' goals and the broader organizational context. You will act as a strategic partner—proactively anticipating needs, managing complex and confidential matters, and representing the department to internal and external stakeholders.
We're looking for someone who thrives in a fast-paced, dynamic environment, demonstrates sound judgment, and excels in communication, organization, and problem-solving.
How you will make a difference

• Providing administrative support to the VP and Second-in-Charge (2iC) of OMA insurance, managing schedules, arranging appointments, meetings, business travel and accommodations, expense processing, coordinating conference room/off-site venue set-ups and catering, and recording and compiling meeting minutes
• Handling correspondence, mail, phone calls, emails and other communications as requested, plus photocopying, faxing, scanning, and filing of documents
• Coordinating meeting logistics, including ensuring corresponding documents are prepared and readily available with adequate time for the executive to prepare for the meeting
• Providing administrative support for assigned committees, including preparing draft agendas, presentations, ensuring all documents are prepared to organizational standards and submitted before the deadline, attending meetings as required, drafting minutes for review, following up on action items, and submitting approved minutes for archiving
• Supporting the development of annual department work plans and calendar of activities to ensure alignment and effective execution of plans
• Responding to inquiries and requests from OMA management and staff, business partners, members, external consultants, and vendors, answering, screening, and directing calls, handling routine queries and issues, and redirecting others as required, and ensuring messages and requests are clearly understood and communicated to relevant parties
• Developing, establishing, and maintaining appropriate information tracking systems, including electronic file systems
• Tracking and processing expenditures for the executive and department
• Providing support to department budget management process by gathering and verifying information, coordinating with OMA support with other departments, and has input in the process
• Assisting with onboarding new staff to the department
• Committing to and demonstrating the values of the OMA in all actions and behaviours, setting a high example for others within the organization

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
• Ability to communicate effectively and respectfully in any situation
• Problem-solving orientation, with a focus on 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
• Takes initiative in the role utilizing critical thinking and problem-solving skills within minimal direction
• Exhibits 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.
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We're excited to share this opportunity, which is for an existing vacancy 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.

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