Senior Administrator, Employee Initiatives & Events

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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 will support the OMA’s culture and approach to connection, recognition, and community building by coordinating inclusive, meaningful employee engagement initiatives and events. Working in close collaboration with People & Culture and Internal Communications, this role provides coordination and delivery support for employee facing experiences that strengthen culture, belonging, and engagement, with a focus on in person and hybrid meetings and events.

How you will make a difference

Event & Meeting Coordination

• Coordinate planning and delivery of organization wide employee events, including two annual all staff recognition events (300+ participants).
• Coordinate recurring people focused meetings (e.g., monthly/semimonthly People Leader Meetings; support for People & Culture division meetings), including scheduling, invitations/RSVPs, agendas, and day of logistics.
• Support accessible, high quality hybrid and in person experiences by coordinating vendors and venues and preparing event materials (e.g., speaking notes, slides, run sheets, recordings, post event surveys).

Employee Initiatives & Recognition

• Coordinate peer-to-peer recognition initiatives and employee engagement programs (e.g., Coffee Roulette, Bonusly, staff volunteering activities, informal social initiatives).
• Support engagement initiatives that foster connection across teams and functions.
• Assist with employee focused storytelling and light content development that highlights people, contributions, and milestones .

Accessible & Inclusive Experience Design

• Integrate accessibility, inclusion, and employee experience considerations into event and meeting planning and delivery and ensuring AODA compliance.
• Work collaboratively with People & Culture colleagues, Internal Communications, and other stakeholders to align content, logistics, and experience design.
• Support engagement focused content for events and meetings, including coordination of video, visuals, and simple graphic elements to enhance participation.

Culture & Employer Attraction

• Support coordination and submission of employer recognition and awards programs, including tracking timelines, requirements, and supporting materials.
• Partner with People & Culture colleagues and Internal Communications to translate culture and values into credible narratives grounded in real employee experience that reflect the employer value proposition.
• Coordinate updates to employee related content on external platforms (e.g., applicant tracking system, LinkedIn careers page), ensuring accuracy and alignment with lived employee experience.

Program Coordination & Continuous Improvement

• Maintain project planners, event calendars, activity trackers, and documentation for engagement initiatives, events, and meetings.
• Coordinate post event and post meeting surveys; compile and summarize participation data and feedback to support continuous improvement.
• Serve as a coordination point for employee initiatives, aligning stakeholders on ownership, timelines, communications, and dependencies.

Talent Development & Learning

• Collaborate, coordinate, support and back up the Talent Development & Learning team with staff events, trainings, and projects as needed.  

Requirements that are important to us

• Completion of a post‑secondary studies in a related field such as human resources, communications, event management, organizational development, or a related field.
• Training related to employee engagement, accessibility, inclusion or change management would be an asset.
• 2-3 years of experience coordinating events, programs, or initiatives that involve multiple stakeholders.
• Experience providing logistical and administrative coordination for meetings or events, including scheduling, invitations, materials preparation, and follow up.
• Experience supporting employee facing initiatives, programs, or communications in a corporate, public sector, or non-profit environment.
• Experience working collaboratively with cross functional teams and internal partners.
• Training in Equity, Diversity, Inclusion, and Accessibility or related fields is an asset.
• Training related to event management, culture and employee engagement & recognition initiatives in a hybrid environment is an asset.
• Strong organizational and time management skills, with the ability to manage competing priorities and multiple timelines.
• Working knowledge of meeting and event coordination practices, including accessibility and accommodation considerations.
• Strong written communication skills, with the ability to prepare clear, concise materials (e.g., agendas, run sheets, speaking notes, simple presentations).
• Attention to detail and ability to track logistics, commitments, and follow up actions.
• Ability to work occasional extended hours to support organization wide events and meetings, as required.
• Ability to work effectively in both in person and hybrid environments.
• Proficiency with standard office technology and collaboration tools (e.g., calendars, document sharing, spreadsheets, virtual meeting platforms).
• Experience administering surveys, copiling data and interpreting feedback is 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 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 including a hiring salary range of $54,965 - $58,400 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.

We're excited to share this opportunity, which is for a newly created position part 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.