Executive Assistant

Executive Assistant
Location: Toronto-661University Department: Communicable Disease Control, Medical and Systems SupportThis posting is to fill a current vacancy.The Role
This Executive Assistant role is to provide confidential senior administrative support to two executives. The Executive Assistant is responsible for managing administrative matters for the executives' Offices and triages information of a sensitive and confidential nature with other department managers ensuring effective and efficient communication between all internal and external contacts.Key Responsibilities
Initiate, lead and support the flow of information, documents, and activities for the Office;
identifies, prioritizesand ensures urgent matters with potential impact on the Department/PHO are brought to the attention of the executive or dealt with on own on behalf of the Executive;
Establishes and maintains liaison with PHO executives, management and staff and with senior government officials, private sector and health care providers to act as a focal point of contact to the executive’s office, manage corporate linkages and protocol and to respond to inquiries;
Identifies, researches and ensures the availability of information for review by the executive and recommends/prepares materials on behalf of the executive in preparation for meetings and requests;
Coordinates, drafts and/or delegates response to correspondence and information requests;
Manages the executive’s calendar, making arrangements for all meetings including determining priorities of appointment requests, booking meetings;
preparing agendas, compiling and distributing materials;
Provides support on project activities and committees, lead or attended by the executive;
tracks action items, ensures that possible contentious issues are identified in advance, are thoroughly researched and recommends responses on behalf of the executive;
May be asked to providessenior level secretariat support to Board/committees;
Writes, reviews and/or edits a variety of departments documents, briefing materials, meeting minutes, or articles and suggests changes in content/format;
generates various documents, reports, and presentations for the executive;
Prepares and monitors the office budget;
checks/processes invoices, P-card purchases, expense claims and provides regular financial updates;
Coordinates the unit’s administrative staff, including setting clear responsibilities and objectives, advising on staff training needs, provides direction and leadership in the implementation of new techniques and standards;
Provides input and participation on projects related to the development and implementation of office administrative procedures, systems and practices within the Agency;
Acts as a member of the Administrative Professionals Forum;
Performs other duties asassigned.Knowledge and Skills
Knowledge of executive office protocols to manage a range of stakeholder relationships, projects and administration for the Office of the Executive;
Skills in providing senior level secretariat support to Boards/committees;
Skills to prepare and monitor the office budget and to process invoices, purchases and expense claims;
Knowledge of administrative service principles, methods, practices and file management systems to provide direction to the unit’s administrative staff and to develop related procedures, systems and practices;
Knowledge of the programs, services and/or activities of the assigned office, as well as of the Agency mandate, services, priorities and procedures.Education and Experience
Completion of a bachelor’s degree in a related field i.E. administrative/business program or completion of a post-secondary secretarial or administrative assistant program.Five to ten years' experience providing executive assistance and support to a Senior Executive management position.Proficient with various computer systems and software programs (MS Office) including: database management, word processing, spreadsheet, presentation, scheduling and e-mail applications.Attributes and Competencies
Ability to ensure urgent matters and issues with potential impact on the Department/PHO are brought to the attention of the executive or dealt with on own on behalf of the Executive for routine administrative matters;
Oral communication and interpersonal skills to interact with all visitors/requests using a high degree of discretion and diplomacy.Duration
PermanentHours of Work
Full time, 36.25 hours per weekCompensation Group
Individual ContributorCompensation Range
$59,666.00 - $74,609.00Posting Date
10-27-2026Closing Date
11-11-2026Please note: applications will be received no later than 11:59pm on the date preceding the closing date as indicated on the Job Requisition.Note: Internal candidates will be considered first.While we thank all applicants for their interest, only those selected to move forward in the recruitment process will be contacted.Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.PHO is committed to ensuring equity in employment. Our goal is to create a diverse, inclusive workforce that reflects the communities we serve and to ensure our services and communications are accessible to all individuals.Any candidate who requires a job posting in an alternative format may email a request to View email address on ca.hrm.tc an applicant has been selected for an interview, they can inform PHO about any accommodations they may require at any stage of the interview process.Public Health Ontario (PHO) is an agency of the Government of Ontario dedicated to protecting and promoting the health of all Ontarians and reducing inequities in health.We link public health practitioners, front-line health workers and researchers to the best scientific intelligence and knowledge from around the world.With our partners in government, public health and health care, we provide the scientific evidence and expert guidance that shapes policies and practices for a healthier Ontario.PHO has locations across Ontario, including 11 laboratory sites.We're committed to ensuring equity in employment. Our goal is to create a diverse, inclusive workforce that reflects the communities we serve and to ensure our services and communications are accessible to all individuals.Any candidate who requires a job posting in an alternative format may email a request to View email address on ca.hrm.tc more information, visit publichealthontario.Ca.Didn't find a job that matched your profile? We are always looking to grow our talent pool of public health professionals.Introduce yourself and our recruitment team will have access to your profile for future job opportunities.
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