Executive Assistant -Office of the Medical Officer of Health and Chief Executive Officer

The Thunder Bay District Health Unit is seeking a Temporary Full-Time, Executive Assistant in the Office of the Medical Officer of Health and Chief Executive Officer. Approximate contract duration: July 2025-December 12, 2025.

Reporting to the Medical Officer of Health and Chief Executive Officer (MOH/CEO), the Executive Assistant is responsible for providing full confidential administrative and secretarial support to the offices of the MOH/CEO (including the Associate Medical Officer of Health (AMOH)), the Board of Health (BOH) and Senior Leadership.

We Provide:

Premium defined benefit pension plan
A wellness program
Development and training opportunities
The Thunder Bay District Health Unit offers a professional work environment that fosters best practices and innovative ideas. TBDHU is committed to providing staff with a healthy workplace, development opportunities, flexible work hours, family friendly policies in an open-minded, caring, supportive setting that plays a role in employee retention.

An exciting career in public health awaits you!

DUTIES AND RESPONSIBILITIES:

MOH/CEO Office:

1. Acts as confidential assistant to the MOH/CEO.

2. Liaises with Senior Leadership, Management members, Board of Health members, municipal, provincial and federal elected representatives, Ministry representatives, community partners and Health Unit staff in support of the MOH /CEO office.

3. Manages the administration of the MOH/CEO office, including management of policies/procedures, the office budget and reporting, filing processes, ordering office supplies, and making arrangements for meetings and travel, among other things.

4. Participates in the preparation and coordination of reports, records, statistics, procedures, and medical directives related to the MOH/CEO office.

5. Responds to high volume of enquiries and determines appropriate course of action.

6. Assesses and manages a variety of information received from different sources to ensure the MOH /CEO is made aware of relevant issues in a timely manner and is appropriately prepared to address such issues.

7. Reviews, edits and formats various reports, letters and other documents, including board and government reports and funding initiatives for the MOH//CEO, and Senior Leadership Team.

8. Maintains familiarity with relevant legislation and parliamentary procedures and researches such matters and other matters as required.

9. Provides support to the MOH/CEO office in those duties related to Provincial and partner agency roles and responsibilities.

10. Provides general administrative support as required for the Foundational Standards Team.

Senior Leadership / Organizational :

11. Coordinates and supports management team and meetings through agenda preparation, recording minutes, participation as appropriate, and follow-up of issues and activities for future meetings.

12. Maintains and updates organizational documents and policies for Senior Leadership.

13. Coordinates All Staff meetings including agenda preparation, and meeting logistics.

14. Participates in the review of organization-wide administrative systems and standards as required and requested.

15. Facilitates the approval process for corporate policy and procedure development, maintains the corporate policy log, and ensured policies are posted electronically, as applicable. Board of Health

16. Coordinates arrangements for all Board meetings and functions.

17. Liaises with members of the Board of Health on behalf of the MOH/CEO office.

18. Provides confidential administrative support to the Chair of the Board of Health.

19. Drafts the agenda for Board meetings under the direction and approval of the MOH/ CEO and Chair of the Board, compiles agenda materials and distributes agenda packages.

20. Attends and records the proceedings of Board of Health and Committee meetings and follows-up on items for future meetings.

21. Manages Board of Health meeting processes and maintains a compendium of the official Minutes and Resolutions in accordance with appropriate parliamentary procedures.

22. Coordinates the review process of the Board of Health By-laws and policies.

23. Circulates the approved Board of Health Minutes to member municipalities.

24. Circulates as directed by MOH/ CEO and/or the Board, carried Resolutions to designated recipients, including members of government, government Ministries, member municipalities and other Boards of Health.

25. Keeps members of the Board of Health informed through regular distribution of relevant correspondence and information.

26. Researches legislative matters for the Board of Health as requested.

27. Coordinates registration and accommodation arrangements for conferences and continuing education.

28. Maintains Board of Health orientation materials.

29. Maintains a current membership register for Board members.

QUALIFICATIONS / REQUIREMENTS:

• College Diploma in Office Administration or an equivalent combination of education and experience.
• Minimum of 5 years of progressively responsible experience as an assistant to a Senior Executive.
• Ability to use tact, discretion, and judgement in dealing with confidential issues in a highly political environment.
• Experience in working with a governing Board.
• Knowledge of Parliamentary Procedures. Understanding of legislation including the Health Protection and Promotion Act (HPPA) and the Municipal Act would be an asset.
• Excellent verbal and written communication skills, interpersonal and decision-making skills.
• Highly organized; able to organize self, office and others and able to act without guidance, Professional demeanour as appropriate at the executive level.
• Ability to work under pressure, and to manage multiple tasks within tight deadlines, conflicting demands and shifting priorities.
• Proven ability to differentiate when to take action independently or to partner as a team.
• Highly motivated and demonstrates the ability to use own initiative and manage time effectively.
• Demonstrated proficiency in current business software including Microsoft Office, Outlook, Word, PowerPoint and Excel.
• Excellent proof reading skills. Knowledge of office practices, procedures and equipment.
• Knowledge of medical terminology an asset.
• Experience with electronic meeting management software an asset (ex. Onboard, eSCRIBE)

CONDITION OF EMPLOYMENT: Will be required to work irregular and/or additional hours to meet the requirements of the MOH/CEO office and Board of Health.

OCCUPATIONAL HEALTH AND SAFETY: Follows all policies and procedures to ensure personal safety and safety of others. Reports any equipment or safety problems to supervisor.

Please include a cover letter and resume in your application package. PDF format is preferred but not required.

Please quote competition #NU-25-08 in your cover letter when applying.

Upon request, accommodations due to a disability are available throughout the recruitment and selection process.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Job Type: Contract
Pay: $64,998.46-$76,469.45 per year

Thunder Bay, ON P7B 6E7: reliably commute or plan to relocate before starting work (required)

Work Location: In person