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    • Executive Support to the Office of the MOH:
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Executive Assistant (Office of the Medical Officer of Health)
WDG Public Health
·
3.3
Guelph, ON
Full-time
Apply on company site

Job details

Here’s how the job details align with your profile.

Job type

Full-time

Shift and schedule

Monday to Friday

Benefits

Pulled from the full job description
Paid time off
Dental care
Paid sick leave
Employee assistance program
Disability insurance
Extended health care
Wellness program

Full job description

Position Summary:

Wellington-Dufferin-Guelph Public Health is dedicated to promoting and protecting the health of individuals and communities in Wellington County, Dufferin County and the City of Guelph. With a vision of health and well-being for all, we strive to address the diverse health needs of our population through innovative programs and initiatives, upstream interventions and collaborative partnerships. From immunization campaigns to disease surveillance and community health promotion, our team of dedicated professionals works to ensure the well-being of everyone in our communities.

As a workplace, WDG Public Health offers a dynamic environment where passion for public health meets professional excellence. Employees have the opportunity to make a meaningful impact on the health outcomes of our communities while enjoying a supportive and inclusive work culture. With ongoing opportunities for professional development, a commitment to work-life balance, competitive compensation and benefits and a strong sense of community within our organization, WDG Public Health is not only a great place to work but also a rewarding place to grow and thrive in your career.

Read our 2024-2028 Strategic Plan on our Careers homepage for more about our vision, mission, values, goals and priorities.

If you are looking for a rewarding opportunity to use your knowledge and skills to make a difference in the health of our communities, we invite you to apply.

This position requires onsite presence at our Guelph office Monday to Friday, with some flexibility to work from home.

We offer a competitive compensation package including:
  • Employer paid benefits, including extended health and dental;
  • Defined benefit OMERS Pension Plan with 100% employer matching;
  • Paid sick time, Short-Term Disability Plan, and Long-Term Disability Plan;
  • EAP wellness program for individuals and family;
  • Employer paid parking;
  • 35-hour work week;
  • Many opportunities for growth and development, including employer paid courses to obtain
certifications;
  • We value work-life balance, as such we pride ourselves on our generous vacation allowance and employee time off.

The Executive Assistant (Office of the Medical Officer of Health) manages the administrative functions and projects of the Office of the Medical Officer of Health (MOH)/Chief Executive Officer (CEO) and supports strategic relationships with provincial, municipal, Board of Health (BOH), and community partners by providing hands-on, strategic administrative support to ensure the efficient operation of the Office. Anticipates the needs and priorities of the Office of the MOH, proactively identifying and addressing issues, coordinating activities, and facilitating solutions to support organizational objectives. Serves as the Board secretariat and as an ambassador for the Office to the BOH, community partners, ministries, and other stakeholders. Uses initiative, professional judgment, discretion, and confidentiality to ensure that all inquiries, projects, and matters are completed to the highest standard while working collaboratively with the leadership team and internal stakeholders.

Executive Support to the Office of the MOH:
  • Prioritize and coordinate the Office of the MOH's schedules, meetings, presentations, and appointments to support the effective execution of organizational and operational priorities.
  • Anticipate priorities and proactively manage competing demands on the Office of the MOH’s time by assessing urgency, coordinating schedules and activities, monitoring deadlines, and ensuring appropriate focus on critical issues and commitments.
  • Manage multiple concurrent priorities, projects, and deadlines on behalf of the Office of the MOH, ensuring timely follow-up, coordination, and completion of actions.
  • Take initiative (within appropriate boundaries) to support the anticipated needs of the Office of the MOH, based on an understanding of the organization's direction and priorities; ask questions, seek understanding, maintain awareness of emerging issues, and coordinate the detailed logistics required to support day-to-day operations and executive activities.
  • Research and prepare presentations, briefing materials, and speaking notes for the Office of the MOH or Associate Medical Officer of Health (AMOH) in collaboration with Communications and other internal partners, as appropriate.
  • Ensure continuity in the effective functioning of the Office of the MOH i.e., receive and triage issues, ensure appropriate and timely escalation, monitor follow-up actions, etc.).
Executive Assistant.
  • Coordinate and oversee full-cycle meeting administration and logistics, from scheduling, planning, and preparation of materials through to follow-up.

Board Governance and Secretariat:
  • Act as the Board Secretariat, including serving as Recording Secretary for all BOH and Committee meetings.
  • Lead the planning and coordination of all BOH agenda processes, briefing materials, and Board-related events in consultation with the Office of the MOH, Board Chair, and Health Promotion team. Coordinate the timely collection, review, and distribution of Board materials, ensuring the Office of the MOH has the information, supporting documentation, and briefing materials required to effectively prepare for and participate in Board meetings and events.
  • Provide secretariat support for monthly BOH meetings and sub-committee meetings, including agenda development, distribution of materials, preparation and finalization of minutes using scribe technology, and follow-up on Board decisions and action items.
  • Support appropriate meeting procedures in accordance with established processes (e.g., bylaws, RONR).
  • Liaise with the provincial Appointments Secretariat and municipal Clerk's offices to ensure the effective functioning of the BOH.
  • Support the flow of appropriate information and resources to Board members, including coordination of member orientation and ongoing communication with Board members during and outside of Board meetings.

Communications and Stakeholder Relations:
  • Serve as an ambassador and senior liaison for the Office of the MOH with key internal and external relationships including the BOH, management, staff, lawyers, auditors, consultants, community partners, local health units, ministries, elected officials, stakeholders, media, and the public.
  • Manage direct internal and external communications on behalf of the Office of the MOH, ensuring inquiries, requests, and correspondence are addressed, coordinated, or redirected appropriately and in a timely manner.
  • Collaborate with the internal Communications team on communication initiatives impacting the broader agency and the Office of the MOH (e.g., media interviews, physician communications), ensuring alignment, consistency, and timely coordination.
  • Liaise with and support Divisional Coordinators and Executive Assistants as required to facilitate the effective flow of information, coordination of activities, and resolution of issues.

Administration and Special Projects:
  • Manage financial administration for the Office of the MOH, including coding expenditures and coordinating purchases and travel arrangements.
  • Oversee the review, formatting, classification, posting, and maintenance (retention and log) of all Agency and BOH policies and procedures.
  • Maintain, review, and format contracts, agreements, and letters of understanding.
  • Follow up on and monitor the status of projects, requests, action items, and deliverables assigned to managers and/or staff, providing reminders, coordinating follow-up, and escalating issues as required.
  • Participate in Agency special projects as assigned.
  • Complete other duties and tasks as assigned.

Hours of Work:

Regular office hours: Monday to Friday 8:30am to 4:30pm

Position Effective:

October 12, 2026

Requirements:

  • Minimum of a 4 year University Degree in a relevant field (e.g., Business, Communications, Administration).
  • 4 to 6 years of experience in executive administrative support or governance.
  • 2 to 4 years of progressively responsible experience providing senior administrative or executive support in a complex organizational environment.
  • Superior written and verbal communication skills, with the ability to represent senior leadership and build credible working relationships with Board members, partners, and government stakeholders.
  • Exceptional discretion, confidentiality, and diplomacy.
  • Excellent organizational, prioritization, and time management skills, with the ability to work independently and under pressure, including during changing organizational circumstances (e.g., community emergency events).
  • Advanced computer skills, including Microsoft 365, ERP systems, and generative AI tools.
  • Proactive and resourceful, with the ability and desire to learn new applications and continuously improve existing practices.
  • Political and/or legal experience is an asset.
  • Demonstrated experience with Board or committee governance processes, including agenda development, meeting management, and follow-up on action items, is an asset.
  • Understanding of relevant legislation, including the Health Protection and Promotion Act, Municipal Act, Accessibility for Ontarians with Disabilities Act (AODA), Ontario Public Health Standards, Municipal
Freedom of Information and Protection of Privacy Act (MFIPPA), and Personal Health Information
Protection Act (PHIPA), and their application within a public health environment, is an asset.

Closing Statement:

We thank all applicants, however, only individuals selected for an interview will be contacted.

WDG Public Health is committed to providing accommodation during the recruitment process for people in accordance with the Ontario Human Rights Code. If you require accommodation(s), please advise Human Resources in advance and we will work with you to meet your needs. The organization will maintain the confidentiality of information related to an accommodation request and will only disclose this information with the consent of the employee or applicant.

WDG Public Health is an equal opportunity Agency. Personal information is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act, and will be used to determine eligibility.

If successful in the hiring process, it is important to understand that you would be an employee of a health care organization that strongly believes in the importance of immunizations as a necessary public health measure to control the spread of infectious diseases. Subject to any duty to accommodate under the Human Rights Code of Ontario, successful applicants will be required to comply with the Agency’s Immunization Policy. This policy is available upon request. Applicants who are unable to be immunized due to a valid medical contraindication must have a Statement of Medical Exemption Form completed by their primary care provider.

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