Do you thrive in a fast-paced, complex environment where sound judgement, discretion and exceptional organization matter?The Information and Privacy Commissioner of Ontario (IPC) is seeking an experienced Executive Assistant to provide high-quality administrative and operational support to the Assistant Commissioner, Tribunal and Dispute Resolution Division.
Reporting to the Assistant Commissioner, you will support day-to-day divisional operations, coordinate priorities and projects, and provide responsive service to divisional Directors and the broader management team. Your communication skills, initiative, diplomacy and customer-service focus will help you build strong working relationships across the organization and with external partners.
About the job
What can I expect to do in this role?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 tribunal related functions. The Executive Assistant role also supports the divisional Directors and broader management team 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. 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.
• Lead 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 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, contingency planning, 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.
• 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 the preparation, research, review, reconciliation, control and co-ordination of various documentation and processes.
• Use Microsoft 365 and corporate systems to prepare correspondence, reports, spreadsheets and presentation materials.
• Coordinate meetings, workshops, special events, catering, printing and registration; prepare agendas, take minutes, track decisions and follow up on action items.
What you bring to the team
How do I qualify?
You will qualify for this position by demonstrating:
• Experience in public sector organizations.
• Considerable experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
• Knowledge of corporate administrative policies and procedures, including procurement, finance, information technology, records management, and facilities management.
• 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.
• Considerable experience preparing agendas, taking minutes at meetings and identifying items for follow-up.
• Advanced proficiency with Microsoft Word, Excel, PowerPoint, Outlook and Teams, and the ability to learn and use other corporate systems and remote-communication tools.
• 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.
• Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced and complex executive office.
• 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.
• Highly developed customer service and interpersonal skills. Ability to deliver excellent customer service at all levels and with external partners and stakeholders.
• Excellent communication skills, both orally and in writing.
• Must be resourceful, adaptable and possess a high degree of initiative.
• Ability to provide work direction to other support staff.
• Ability to research and prepare information in a timely manner.
Asset Qualifications• Having the ability to communicate (orally and in writing) in French is an asset.
• Experience/professional designation as a law clerk or paralegal is considered an asset.
• Experience with adjudicative, judicial, or quasi-judicial institutions is considered 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 6 -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.
Notes:
• OPS & IPC Reciprocal Staffing Agreement:
o The IPC has a Reciprocal Staffing Agreement with the Ontario Public Service (OPS) that enables employees to accept positions in either organization while retaining their access to benefits, pension contributions, and years of service.
• Qualified List Information:
o 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.
• This posting is for an organization that is separate from the Ontario Public Service. The information and tips on the Ontario Public Service Careers website may not apply to this posting. Please use the contact information below to contact the IPC directly if you have any questions about this position.
Please apply through our Career portal: :
Click here to apply
Don't meet every qualification?
If you are excited about this position and meet most, but not all, of the listed qualifications, please still consider applying. We recognize that no one person might have every qualification in this job ad, and you just might be the right candidate!
How we support diversity, inclusion and accessibility
We are building an inclusive workforce that reflects the communities we serve. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialized individuals, as well as people from all ethnicities, cultures, sexual orientations, gender identities and gender expressions.
Our hiring process is accessible, consistent with Ontario's
Human Rights Code and the
Accessibility for Ontarians with Disabilities Act, 2005. We are working to prevent and remove barriers in our hiring processes and can offer
accommodation to address specific needs related to Code-protected grounds such as disability, family status and religion. For more information about accommodation during the hiring process please
contact us.Learn more about the work the OPS is doing to create an inclusive, anti-racist, accessible and diverse workplace: