Executive Assistant
Executive Assistant
Posted on :
27-04-2025
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1 Vacancy
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Job Description
Executive AssistantLocation: PHO Corporate Office & Toronto Laboratory 661 University Avenue Toronto ONDepartment: Microbiology and Laboratory ScienceThe Executive Assistant role provides confidential senior administrative support to the Vice President/Chief (Portfolio Lead). The Executive Assistant is responsible for managing administrative matters for the portfolio leadership and the Office and triages information of a sensitive and confidential nature ensuring effective and efficient communication between all internal and external contacts.
The Role:
Key Responsibilities
- Initiates leads and supports the flow of information documents and activities for the Office; identifies prioritizes and ensures urgent matters with potential impact on the Portfolio/PHO are brought to the attention of the Portfolio Lead appropriate PHO 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 public health health care academic and private sector officials to act as a focal point of contact to the executives office manage corporate linkages and protocol and to respond to inquiries.
- Identifies obtains and ensures the availability of information for review by the Portfolio Lead and recommends/prepares materials on behalf of the Portfolio Lead in preparation for meetings and requests.
- Coordinates drafts and/or delegates response to correspondence and information requests;
- Manages the Portfolio Leads calendar making arrangements for all meetings including determining priorities of appointment requests booking meetings; preparing agendas compiling and distributing materials; taking meeting notes as requested.
- Provides support on project activities and committees lead or attended by the Portfolio Lead; tracks action items ensures that possible contentious issues are identified in advance are thoroughly researched and recommends responses on behalf of the Portfolio Lead.
- Provides senior level secretariat support to Board/committees if required.
- Coordinates information (e.g. briefings meetings with outside organizations) for the Portfolio Lead.
- Writes reviews and/or edits a variety of department documents briefing materials meeting minutes or articles and suggests changes in content/format; generates various documents reports and presentations for the Portfolio Lead.
- Prepares and monitors the office budget; checks/processes invoices Pcard purchases expense claims and provides regular financial updates.
- Coordinates the portfolios 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 Portfolio Lead.
- 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;
- Proficient with various computer systems and software programs (MS Office) including database management (e.g. SharePoint) word processing spreadsheet presentation scheduling and email applications virtual meeting platforms (e.g. Skype Zoom MS Teams).
- Highly developed oral communication and interpersonal skills to liaise with PHO executives management and staff senior government public health health care academic and private sector officials and occasionally the general public to respond to inquiries regarding the departments mandate and activities on behalf of the Portfolio Lead and to research information on behalf of the Portfolio Lead.
- Written communication skills to draft responses to information requests; create correspondence reports and prepare presentations.
- Written communication skills to write review and/or edit a variety of department documents briefing materials meeting minutes or articles.
Education and Experience
- Bachelors degree in a related field i.e. administrative/business program or completion of a postsecondary secretarial or administrative assistant diploma program.
- Five 5 to ten 10 years experience providing executive assistance and support to a Senior Leader/ Executive management position.
Attributes and Competencies
- Demonstrates professionalism when acting as the focal point of contact to the executives office to manage corporate linkages and protocols;
- Takes in initiative in ensuring urgent matters and issues with potential impact on the Department/PHO are expeditiously brought to the attention of the Portfolio Lead appropriate PHO executive or dealt with on own on behalf of the Executive for routine administrative matters.
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 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.
Employment Type
Full-Time
Key Skills
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