Do you thrive in a challenging role in a fast-paced environment?If so, consider this exceptional permanent, full-time opportunity with the Information and Privacy Commissioner of Ontario (IPC).
The Executive Assistant reports to the Assistant Commissioner, Strategic Initiatives and External Relations and is responsible for providing a full range of administrative services at the senior-management level. Your executive-level administrative skills will be relied upon daily to deliver top quality support in a fast-paced and complex government setting. Your excellent communication, organization, time management and critical thinking skills, combined with your customer service focus, diplomacy and tact, will ensure you are a valued member of the team.
About the job
Your primary responsibilities as an Executive Assistant will focus on performing a variety of specialized administrative support to assist with the day-to-day management control, operations and coordination of complex projects and/or program related functions. The Executive Assistant role also supports the divisional Directors as required and coordinates all divisional administrative activities.
- Provides executive level administrative support. Reviews and directs incoming correspondence, phone calls, and initiates responses.
- Manages and schedules daily appointments and activities; arranges meetings and business travel. Organizes the daily schedule around urgent requests.
- Co-ordinates daily administrative operation by organizing workload priorities. Provides effective work direction, training and guidance and acts as a resource to support staff. Co-ordinates the development and implementation of secretarial and administrative standards and procedures for the division/s. May direct and train, on a daily basis, clerical support services on divisional processes and procedures.
- Support divisional leadership (e.g. directors) on an as needed basis.
- Leading corporate-wide strategic projects, including working with various staff and departments/divisions on the coordination and execution of project plans and reporting on projects deliverables/milestones, risks and risk mitigation strategies. This may also include supporting other strategic projects and business processes led by other departments/divisions.
- Working closely with other corporate Executive Assistants and at times taking direction from the Executive Assistant to the Commissioner to ensure cohesion when coordinating activities across the organization.
- Responds and helps resolve issues of concerned clients seeking solutions.
- Prepares and processes documents of a confidential nature, such as notes regarding disciplinary action, documents pertaining to arbitrations, contingency planning, offer letters, and other divisional Human Resources matters.
- Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation. Applies and checks layout and formatting guidelines. Proofreads own and other's material.
- Organizes and maintains up-to-date manuals such as Council and corporate administrative policies and guidelines.
- Participates in the development of communication strategies and prepares and co-ordinates communications material within the department/division including newsletters, bulletins and flyers.
- Co-ordinates and maintains the records management process.
- Performs highly independent, specialized administrative tasks, including, preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.
- Operates computers utilizing and manipulating a variety of desktop applications and corporate systems. Prepares presentation materials.
- Co-ordinates meetings, special events, schedules, workshops, food services, printing of conference materials, and registration. Takes/transcribes minutes and follows-up taking action when necessary.
- Monitors, tracks, and reports attendance management.
What you bring to the team
You will qualify for this position by demonstrating:
1. Experience in public sector organizations. Experience with adjudicative, judicial, or quasi-judicial institutions is considered an asset.
2. Considerable experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
3. Knowledge of corporate administrative policies and procedures, including procurement, finance, information technology, records management, facilities management, etc.
4. Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, presentations, correspondence, charts and tables.
5. Considerable experience preparing agendas, taking minutes at meetings and identifying items for follow-up.
6. Extensive experience utilizing a variety of software packages (i.e. Microsoft Word, Excel, PowerPoint, Outlook, etc.).
7. Strong analytical and problem-solving skills in combination with the ability to perform duties with minimal supervision in a politically sensitive environment, using sound judgement and discretion including handling of confidential materials and information.
8. Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced and complex executive office.
9. Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and work effectively with minimal supervision, assess situations to determine importance, urgency and risks, and make clear decisions or deal with conflicting priorities and work demands.
10. Highly developed customer service and interpersonal skills. Ability to deliver excellent customer service at all levels and with external partners and stakeholders.
11. Excellent communication skills, both orally and in writing.
12. Must be resourceful, adaptable and possess a high degree of initiative.
13. Ability to provide work direction to other support staff.
14. Ability to research and prepare information in a timely manner.
15. Experience/professional designation as a law clerk or paralegal is considered an asset.
16. Knowledge of WebEx, MS Teams, Cisco, MS Lync and other remote communication tools.
Asset Qualifications
- Having the ability to communicate (orally and in writing) in French is an asset.
What's in it for you?
- A modern organization with a flexible hybrid work model with in-office attendance at a minimum of 5-10 days per month.
- Commitment to continuous learning and developmental opportunities for all its employees.
- Work with an innovative and high performing organization committed to creating a positive organizational culture and highly dedicated to its mission of advancing the privacy and access rights of Ontarians.
- A defined benefit pension plan, Comprehensive Health Plan, and Life and Disability Insurance.
- Maternity and parental leave top-up benefits.
Commitment to diversity, inclusion, accessibility, and anti-racism:
We are committed to building a workforce that reflects the communities we serve and promoting a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.
We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.
We also believe in the importance of providing services to Ontarians in both official languages, and encourage interested bilingual candidates to apply particularly for public facing positions.Notes:
- OPS and IPC Reciprocal Staffing Agreement:
- The IPC has a Reciprocal Staffing Agreement with the Ontario Public Service (OPS) that enables OPS employees to apply to positions with the IPC.
- Qualified List Information:
- A list of qualified candidates will be established for the Executive Assistant position in the Information and Privacy Commissioner of Ontario (IPC) and will be in effect for twelve (12) months from the date the list is created. Qualified candidates on the list may be considered when filling future permanent and/or temporary vacancies in this position.