Job Description

​Are you looking to join one of Greater Toronto’s Top 2023 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 OMA General Assembly (GA), General Assembly Steering committee (GASC), panels, Priority and Leadership Group, and internal working groups, administering and coordinating the activities of these groups and serving as the primary contact.

How you will make a difference

• Providing organizational and administrative support to the team and committees including word processing, composing correspondence, document retrieval, responding to general inquiries or forwarding to appropriate departments, booking meetings, and preparing agenda packages as appropriate.
• Photocopying, collating documents, handling and distributing incoming mail, faxing, filing. Maintaining electronic and hard copies of the documents.
• Coordinating GA meetings, develops overarching calendars across the GA – including sequencing GASC, 3 panels, the PLG, and multiple working groups to determine staff and member availability and capacity for committee meetings
• Documenting and developing engagement reports for the entirety of the General Assembly. This includes tracking and public reporting of performance and statistics through formalized reports to the Board and members with detailed information on their performance in their physician leader role.
• Coordinating administrative arrangements, including event registration, travel and hotel accommodations for staff, committee members and consultants.
• Assisting in small-scale department projects, preparing materials, sourcing information, prioritizing project tasks and activities, following-up on outstanding items, and ensuring assigned tasks are completed according to project timelines.
• Leading the management and coordination of the departments customer relationship management accounts (Salesforce), ensuring inquiries are responded to and service level standards are maintained.
• Providing information and documentation as required/requested to members.

Requirements that are important to us

• Post Secondary degree or diploma in Business Administration, Governance, Public Affairs or equivalent.
• 4-5 years of relevant experience.
• Must have proficiency in Microsoft Office.
• Knowledge of Salesforce is an asset
• Excellent interpersonal skills, strong organizational skills and multi-tasking abilities.
• Administrative experience including extensive minute taking and developing engagement reports.
• Experience with industry best practice to deploy various meetings, delivering in a virtual environment, and comfortable using technology to facilitate events and planning activities
• Experience with preparing and executing various communication materials to stakeholders, demonstrating strong verbal and written communication skills, problem solving and time management abilities to ensure the events are meeting our member’s needs.
• Event planning experience including booking travel, virtual meetings and events, webinars, video recordings, etc. is an asset.
• The General Assembly has two annual weekend events per year. Some travel is required, and onsite childcare is available.

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 three consecutive years.

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

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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.

How to Apply

Job Types: Full-Time. Salaries: Not Disclosed.

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