Are you a self-starter with organizational and strategic thinking skills? Do you have strong interpersonal and communication skills to respond to inquiries from an array of internal and external stakeholders? Are you an administrative professional who thrives in a high-energy, fast-paced environment providing a broad range of support to management and clients?
If you are detail-oriented and welcome variety in your work to juggle many tasks with competing priorities, then this might just be the opportunity you are looking for. Embrace the challenge of this position where you will coordinate and maintain daily schedules, logistical arrangements and provide confidential administrative support functions to management, clients and project teams.
Note:
• This position is required to report to and work from the physical work location a minimum of three days per week.
How we support diversity, inclusion and accessibility
We are committed to build a workforce that reflects the communities we serve and to promote 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.
Visit the
OPS Anti-Racism Policy and the
OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.
We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's
Human Rights Code. Refer to the "How to apply" section if you require a disability-related accommodation.
About the job
In this position, you will provide professional administrative support to the Director of South West Region and the leadership team by:
• Coordinating, maintaining and providing calendar management support on behalf of the Director, including coordinating with other managers and logistical arrangements and material requirements
• Receiving, monitoring, screening for proper distribution, and tracking incoming communications and correspondence and ensuring responses to inquiries are processed or actioned in a timely manner
• Preparing a variety of written materials including routine correspondence, reports, memoranda and briefing materials, presentations spreadsheets, meeting agenda and minutes
• Conducting research and analysis and preparing various reports, briefing materials and presentations to support projects and/or project teams
• Maintaining various tracking and filing systems regional and divisional SharePoint sites and producing related reports
• Providing back up administrative assistance and support, as required, to ensure effective and efficient day-to-day operations of the office
What you bring to the team
Organizational, Research and Analytical Skills:
• You are organized and can prioritize your workload in a busy environment
• You use good judgement to research, analyze and assess information to determine course of action and maintain confidentiality
• You can work with a high degree of accuracy and attention to detail
• You have organizational and problem-solving skills to coordinate schedules, meetings and regional events, identify conflicts or discrepancies and achieve optimum resolutions
Knowledge:
• You have knowledge of and experience with government office and administrative procedures and practices including financial and human resources processes
• You have the ability to understand the ministry's structure and programs and divisional operations
Communication, Interpersonal and Customer Service Skills:
• You use excellent communication skills and client service skills to deal effectively and respond to inquiries from the public, suppliers and senior management
• You can work independently and as part of a team
• You exercise tact and discretion and maintain confidentiality while routinely dealing with sensitive or contentious issues
• You have demonstrated ability to develop, maintain and foster effective working relationships and partnerships
Computer Skills:
• You are proficient in various computer software, programs and applications (i.e. Word, Excel, Access, PowerPoint, IFIS, Outlook)
• You can prepare and develop a variety of correspondence and communication materials including documents, presentations, financial reports and organizational charts