Executive Assistant

January 23, 2023

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Job Description

Full Job Description

Are you a highly skilled and organized professional with outstanding political acuity and expertise in building stakeholder relationships? Are you adept at coordinating information flow and utilizing your innovative problem-solving skills to facilitate issues and communication management within an executive office setting? If so, than this opportunity with the Accountability and Liaison Branch of the Office of Chief Medical Officer of Health, Public Health (Ministry of Health), to provide financial, administrative, and executive support to the Director and branch managers may be the position for you.

We continue to strive toward making our Branch a more inclusive place of work, better reflecting the people of Ontario. We encourage applicants from diverse backgrounds to consider applying for this exciting opportunity. This position is a great opportunity to work in an environment where personal and professional growth are fostered while getting to know multiple facets of the business and develop skills to take your career to the next level.

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:

We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.

Visit the OPS Anti-Racism Policy and the OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario’s Human Rights Code. Refer to the “How to apply” section if you require a disability-related accommodation.

What can I expect to do in this role?

In this role you will:

  • Provide executive support and assistance to the Director by managing the day-to-day administration and workflow in the Director’s Office
  • Provide coordination of branch operational matters, issues management, and project activities
  • Collaborate and work cross-functionally in support of the ministry’s stewardship role
  • Act as a focal point of contact between the Director and other offices (Executive Lead, Chief Medical Officer of Health, Deputy Minister, central agencies and external stakeholders)
  • Review, analyze, edit and prioritize in a timely manner, information for the Director to ensure accuracy and alignment with objectives, maintaining a bring-forward system, and compiling and actioning materials
  • Coordinate human resources administration for the branch

How do I qualify?

Organizational and Facilitation Skills

  • You have tact, diplomacy and negotiation skills to manage potential issues and conflicts with stakeholders, ministry executives and the general public
  • You have organizational skills to coordinate a variety of projects and competing priorities to meet deadlines
  • You have the ability to negotiate deadlines and extensions

Knowledge and Technical Abilities

  • You have knowledge of administrative procedures and financial processes to coordinate and provide a range of executive, administrative and support services
  • You have knowledge of human resources policies and guidelines
  • You have the ability to learn and understand the protocols and practices of an executive office and its relationship to stakeholders
  • You can monitor, track, and report on activities, project priorities, deliverables, critical paths and accountabilities

Analytical, Evaluative, and Problem-Solving Skills

  • You have demonstrated ability to analyze, evaluate and problem solve for various types of requests
  • You have the ability to coordinate and prioritize a response to issues with timely and accurate information
  • You can use analyze requests and use your problem solving and decision making skills to manage tasks and request in a confidential and complex environment

Communication and Interpersonal Skills

  • You have written communication skills to prepare a wide range of materials and products, such as meeting materials and binders, correspondence, briefing notes, submissions and responses
  • You have demonstrated relationship management skills to build and maintain relationships across the organization
  • You are proficient with computer applications to prepare correspondence, submissions and various types of reports
  • You have communication skills to provide succinct briefings on significant matters requiring immediate attention

Additional Information:

  • 1 Permanent, 393 University Ave, Toronto, Toronto Region
Compensation Group:
Association of Management, Administrative and Professional Crown Employees of Ontario
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Administrative and Support Services