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Added 46 mins ago
SM
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Public Health Ontario

Executive Assistant

Toronto, ON, Canada

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: 11-11-2026 · Full-time

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Job details

Pay: 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: 11-11-2026
Job type: Full-time
Apply by: Nov 11, 2026
Posting language: English
Posted: Oct 27, 2026

Original job description

Executive AssistantLocation: Toronto-661 UniversityDepartment: Communicable Disease Control, Medical and Systems Support

This 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, prioritizes and 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 provides senior 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 as assigned.

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: 11-11-2026

Please 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 HR_Inquiries@oahpp.ca. Once 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.

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More about this job

Responsibilities

The Executive Assistant provides senior-level administrative support to two executives, managing calendars, correspondence, and office operations. They also act as a liaison between internal and external stakeholders while overseeing budget monitoring and project coordination.

Requirements

Candidates must possess a bachelor's degree or a post-secondary secretarial program diploma along with five to ten years of executive support experience. Proficiency in MS Office and strong interpersonal skills are essential for managing sensitive information and stakeholder relationships.

Skills

Executive support
Administrative management
Calendar management
Budget monitoring
Secretariat support
Document preparation
Stakeholder relations
Project coordination
Information triage
Office protocols
MS Office
Database management
Communication
Diplomacy
Discretion
Leadership

Visa sponsorship

Not detected in the job text

Keywords

Executive Assistant
Administrative Support
Communicable Disease Control
PHO
Budgeting
Secretariat
MS Office
Calendar Management
Stakeholder Management
Project Support
Office Procedures
Financial Reporting
Invoicing
Expense Claims
Database Management
Word Processing
Spreadsheets
Presentation Software
Communication
Diplomacy
Confidentiality
Government Relations
Health Care Providers
Administrative Professionals Forum
Policy Implementation
Document Editing
Meeting Minutes
Briefing Materials
Staff Coordination
Training

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