ADMINISTRATIVE ASSISTANT TO THE GENERAL MANAGER & CEO

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About the job

In this role you will:
• provide executive administrative support and scheduling services to the General Manager & CEO (CEO), and where delegated, to members of the Senior Leadership Team (SLT)
• ensure proper administration, coordination and communication of information between the CEO's office and a variety of internal and external stakeholders
• act as the confidential secretary to the Board, ensuring appropriate record-keeping and fulfilment of MOU terms and policies

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What you bring to the team

Mandatory:

You have:
• Oral proficiency in French at an advanced level
• Oral and written proficiency in English

ADMINISTRATIVE KNOWLEDGE AND EXPERIENCE:

You have:
• experience with and knowledge in administrative, financial and clerical policies, procedures, protocols and decision making processes to effectively manage the administration of an executive office
• knowledge of grammar, spelling, sentence structure, punctuation and keen attention to detail to ensure professional style correspondence and accuracy in all prepared documents, reports, minutes and other print materials
• knowledge and understanding of the role of a Board within a Commission Public Body and the associated secretariat functions to coordinate, manage and prepare agendas, record and prepare minutes
• knowledge of and ability to learn the mandate, policies, directives, guidelines and activities of SLPC and the Ministry in order to provide information related to projects, programs, services and activities

ANALYTICAL SKILLS, ORGANIZATIONAL AND PROBLEM SOLVING SKILLS:

You have:
• analytical, reasoning and practical problem-solving skills to identify and correct problems and make decisions that are in the best interest of the CEO's office; to assess the nature, sensitivity and urgency of all incoming calls and correspondence and to determine the appropriate method of response or, deciding to forward for response; to prepare reports and to determine the most effective manner to present correspondence, reports, charts and tables
• organizational and time management skills to plan logistics for travel and meetings and juggle calendars and appointments to meet organization and client needs and timeframes, and to balance multiple competing and time-sensitive demands to meet deadlines efficiently and effectively

COMMUNICATION AND INTERPERSONAL SKILLS:

You have:
• strong oral communication and interpersonal skills to deliver information with tact and diplomacy and to maintain productive working relationships with staff, external contacts, partners and Ministry officials when interacting on behalf of the CEO's office
• strong written communication and editing techniques to prepare a variety of reports, updates and communiqués on behalf of the CEO's office

COMPUTER SKILLS:

You have:
• knowledge of personal computers and the uses of available customized and/or standardized, fully programmable PC based/network software programs; ability to manipulate data, design, compose and produce various documents and correspondence, to perform internet searches and to maintain schedules and calendars effectively

HOW TO APPLY:

1. Please apply online at www.parks.on.ca
2. Your cover letter and resume combined should not exceed five (5) pages.
3. Customize your cover letter and resume to the qualifications listed above. Using concrete examples, you must show how you demonstrated the requirements for this job.
4. OPS employees are required to quote their WIN EMPLOYEE ID number when applying.
5. Every external candidate must identify his or her prior employment in the Ontario Public Service including positions, dates of employment and any re-employment restrictions.


The Parks of the St. Lawrence is an inclusive employer. Accommodation is available under the Ontario Human Rights Code. For more information on how to request accommodation or assistance, please contact Human Resources at 1-800-437-2233, ext. 2440.

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Additional information:

Note:

• This ad is also available in French.

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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.

Information collection notice

We are collecting your personal information to assess how well you meet the qualifications for employment with the Ontario Public Service, and for related recruitment purposes. The collection of personal information is necessary to the proper administration of OPS Careers, which is an authorized common service in accordance with s. 6 of the Ministry of Government Services Act, R.S.O. 1990, c. M.25.

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).

If you have any questions about how your information is collected, used, shared or saved, please contact us.