Executive Administrative Assistant

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Looking for an opportunity to work in a position that is the focal point of activity for the Executive Offices of the Workplace Safety and Insurance Appeals Tribunal? WSIAT is a highly specialized adjudicative Tribunal that hears the appeals of final decisions of the Workplace Safety and Insurance Board. We are seeking a highly motivated and experienced individual to apply their knowledge and experience in the legal administrative support field at a senior level. This is an excellent opportunity to work with a dynamic team of senior staff in a convenient downtown location.

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About the job

As the Executive Administrative Assistant, you will:
• Provide senior level administrative support and coordination to senior staff in the Executive Offices of the Workplace Safety and Insurance Appeals Tribunal, including the Chair, Executive Director, and Manager of the Executive Offices
• Provide input and recommendations on developing and implementing administrative procedures, policies and practices for the Executive Offices, in order to optimize effective use of the Executives' time
• Research, develop and prepare a variety of executive information materials such as correspondence, presentations, statistics, reports, briefing notes, proposals and other documentation for the Executive Offices.
• Plan and organize events, meeting, teleconferences, and video conferences for the Executive Offices, including developing agendas, obtaining and organizing required documents, distributing materials, and ensuring any required technical support.
• Plan, schedule, and assess priority items for action in the Executive Offices, by monitoring and tracking workflow, maintaining deadlines, and following up on behalf of the Executive Offices.
• Manage calendars for the Executive Director, by acting as a gatekeeper, booking a high volume of appointments and meetings, assessing competing scheduling priorities, and identifying and resolving scheduling conflicts
• Liaise with internal and external parties including senior management, government ministries, and other stakeholders, to coordinate activities and administrative matters on behalf of the Executive Offices
• Administer the Executives' workshop and conferences registration, travel and accommodations, and coordinate memberships as required

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What you bring to the team

Knowledge:

• Thorough knowledge and understanding of a broad range of office administration best practices, knowledge management strategies, and administrative methods, processes and procedures to perform a wide range of work tasks
• Demonstrated knowledge of and experience in senior level administrative support functions, in order to provide high level support to the Tribunal's executive offices
• Knowledge and understanding of the workplace safety and insurance system, including general knowledge of relevant legislation, procedures, and guidelines; or knowledge and experience in a similar quasijudicial environment; or demonstrated ability to acquire this knowledge and work in this environment

Computer Skills:

• Strong computer skills with all MS Office applications and computerized case tracking systems, to conduct research for information and produce a range of reports, materials and communications

Communication and Organizational Skills:

• Excellent oral and interpersonal skills to respond to inquiries and maintain effective relationships with all levels of stakeholders in the coordination of activities and administrative matters for the Executive Offices
• Strong customer service skills to interact well with internal and externa parties and handle requests with a high degree of discretion, tact, and diplomacy
• Demonstrated writing and editing skills to create, review, proofread and provide changes to correspondence, reports and presentations
• Excellent attention to detail to review and proofread documents for accuracy and completeness
• Strong analytical and problem solving skills to review incoming correspondence and requests, determine issues, and provide appropriate response
• Excellent planning, organizational and coordination skills and the ability to work well under pressure in order to determine priorities and respond effectively to changing workload demands and conflicting deadlines in a fast paced environment
• Demonstrated ability to work effectively both independently and in a team environment, to take initiative and exercise sound judgment

How to Apply:

1. Submit resume with cover letter, quoting file #WSIAT 02/19 to: Human Resources, Workplace Safety and Insurance Appeals Tribunal, 505 University Ave., 7th Fl., Toronto, ON M5G 2P2. Fax: 416-326-0115. Email: Human.Resources@wst.gov.on.ca. Please select only one method to submit your resume with cover letter.
2. Customize your cover letter and resume to the qualifications listed on the job ad. Using concrete examples, you must show how you demonstrated the requirements for this job. We rely on the information you provide to us. In your cover letter please include a brief paragraph on why you feel you are the best candidate for the position.
3. If you require a disability related accommodation in order to participate in the recruitment process, please contact us at Human.Resources@wst.gov.on.ca to provide your contact information. Recruitment staff will contact you within 48 hours.

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Additional information:

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Language requirements and assessment:
All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.

Exigences en matière de langue et évaluation:
Toutes les offres d'emploi externes de la fonction publique de l'Ontario (FPO) sont affichées en français et en anglais. Consultez la section « Langue du ou des postes » en haut de chaque offre d'emploi pour connaître les exigences linguistiques. Pour tous les postes, les candidats sont évalués en anglais, la langue d'affaires de la FPO. Si le poste est bilingue (anglais/français), vous devrez également passer un test de compétences linguistiques en français.

All external applicants (including former employees of the Ontario Public Service) applying to a competition in a ministry or Commission public body must disclose (either in the cover letter or resume) previous employment with the Ontario Public Service. Disclosure must include positions held, dates of employment and any active restrictions as applicable from being rehired by the Ontario Public Service. Active restrictions can include time and/or ministry-specific restrictions currently in force, and may preclude a former employee from being offered a position with the Ontario Public Service for a specific time period (e.g. one year), or from being offered a position with a specific ministry (either for a pre-determined time period or indefinitely). The circumstances around an employee's exit will be considered prior to an offer of employment.

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Please do not include any more personal information than is needed for your application (for example, do not include your photograph or social insurance number).

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