Executive Assistant (Contract)

Executive Assistant

Contract (20 months)

The Executive Assistant provides administrative support to the Executive Director (ED), Client Services and Engagement; Chief Administrative Officer (CAO); and to the Peer Leader and Patient Leader programs.  The role includes scheduling meetings, conference calls and performs other activities for the CAO and ED.  The role also includes being the primary contact for Peer and Patient Leaders and handling the administration needs for these programs.

Reporting to the Executive Director, Client Services and Engagement, the Executive Assistant is responsible for:

Administrative Support:

• Provide administrative support to the ED, Client Services & Engagement, and the Chief Administrative Officer (CAO)
• Schedule meetings, conference calls, and MS Team sessions
• Record meeting minutes and set up meeting rooms as required
• Provide administrative support to the delivery of Client Services & Engagement (CSE) field programs including management of the CSE SharePoint page
• Other duties as required by the ED and CAO

Administrative Support to the Peer Leader and Patient Leader Programs:

• Primary contact with Peer Leaders (PL) and clinicians requesting a Peer Leader engagement, support communications and onboard new Peer Leaders - prepare/send/file contracts; support administrative activities related to resignations
• Maintain the Roster, Engagement Log, materials, etc.
• Process monthly invoices for the Programs and prepare semi and annual reports as required
• Manage Peer Leader one-on-one engagements including for both the Virtual and In-Person two day Digital Health Conference
• Work with the ED, Client Services and Engagement to develop the annual budget and monitor expenditures; provide costing to business cases for the Peer Leader advisory service
• Maintain the Peer Leader Sharepoint page and provide input to PEERS application improvements and changes 
• Support the development of training materials, videos, and support new Peer Leaders training on PEERS application, SharePoint, etc. as may be required
• Support the ED, CSE and Chief Medical Office with Peer Leader and Patient Leader webinars and events; support the creation, dissemination of program materials (e.g. emails, website content, PowerPoint presentations, event materials) including on the Sharepoint page
• Provide reports for the ED, Chief Medical Officer, Ministry of Health, and Finance when required

Finance Support:

• Process monthly invoices as required to support programs 
• Prepare monthly accrual reports and activity reports for programs as required
• Process monthly VISA statements via Navision financial information system
• Reporting - prepare summary information sheet for consultant invoices
• Support other projects as required by the ED, Client Services and Engagement or CAO

Requirements that are important to us:

• Post-secondary education in Business Administration or related field; or equivalent work experience.
• 2-4 years of senior administrative experience gained in a professional office environment. 
• Experience working with Financial Information Systems. Specific experience in Microsoft Navision or similar financial tool is an asset.
• Experience planning large events e.g. understanding presentation needs, securing speakers.
• Program management experience including ability to prepare monthly reports and budgets and to analyse, troubleshoot, and use critical thinking skills to deal with issues as they arise.
• Excellent interpersonal skills and ability to work with teams across departments.
• Ability to demonstrate tact and discretion in preparing, disclosing, and handling information of a confidential, controversial or sensitive nature.
• Ability to meet deadlines and work under pressure in a professional manner and experience using project management skills.
• Superior verbal & written communication skills.
• Proficient Microsoft Office skills (Word and Excel) and able to learn new software programs and provide training to others.
• Flexible and self-directed; ability to function productively in an unstructured & fast-paced environment and to lead projects.

Benefits we think you'll like:

• Fun, friendly, and dynamic work environment with a passion for digital health.
• Hybrid working model.
• Base salary range of $55,000 - $65,000 annually; final compensation offered will be determined based on experience, skill set, education, training, and internal equity.
• Fantastic opportunity to grow within the team and throughout the organization.
• An organization recognized as one of the Best Places to Work in Canada for 2025 by HRD Canada.

  
How to Apply: 

We are 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.

Interested candidates are invited to apply online through our careers page. Applications will be considered until January 2, 2026 at 4 pm. 

For further information, visit our website at www.ontariomd.ca. We regret that only those selected for an interview will be contacted. OntarioMD 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.

We continue to encourage staff to follow the Public Health recommendations and stay up to date with their vaccinations.

All recruiting activities including interview and new hire onboarding will be conducted remotely. While we are doing our best to ensure reasonable response times, please expect potential delays.