Executive Assistant

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I am the Head of a complex, exciting Branch in the Central Agencies I & IT Cluster of the Treasury Board Secretariat. With multiple lines of business, a broad spectrum of clients and a large, diverse team, we have challenging deadlines, a wide variety projects to complete and services to deliver. I am looking for an extraordinary person to provide me with strong executive support/advice to coordinate scheduling, handle issues management, workflow, human resources, finances and communications.

If you are a great organizer, at your best under pressure, intuitive, able to manage relationships and you feel no task is impossible, this may be the position for you. You must be able to manage your time and prioritize work. You cheerfully help with the multitude of things that need to get done - from the critical to the mundane. You are able to develop excellent working relationships with everybody. You love handling every type of issue and crisis imaginable. You feel every new task is an opportunity to gain the experience that will take you further in your career.

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About the job

In this role you will:
• Manage tracking systems, monitor the status of business responsibilities and make decisions in the director's absence on the coordination of branch operations.
• Review material and prioritize information for the director, maintaining a bring-forward system.
• Provide support and oversee the coordination of branch/division wide meetings.
• Coordinate the preparation of correspondence for branch policy matters, house notes, cabinet submissions, issues management correspondence.
• Coordinate and provide input into the development of branch financial forecasts and budgets.

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What you bring to the team

Analytical, Problem Solving, and Planning Skills:

• You can coordinate and provide input into the development of strategic, operational and human resources planning, by analyzing and consolidating information, and preparing reports for the director's approval.
• You can identify and research contentious issues and determine optimum resolution of such issues.
• You can coordinate and carry out special assignments and prioritize work to meet deadlines.

Communication Skills:

• You can prepare briefing notes, correspondence, and respond to inquiries.
• You can negotiate timelines or extensions to meet competing priorities and deadlines.
• You have tact and discretion to deal with issues of a contentious, confidential or sensitive nature.

Administrative Knowledge and Skills:

• You have knowledge of administrative processes to provide executive support to the director's office.
• You can manage tracking systems, monitor the status of business responsibilities and make decisions in the director's absence on the coordination of branch operations.
• You can identify and coordinate responses to contentious issues, acquire and apply knowledge of protocols for Minister/Deputy Minister/ADM's offices to effectively coordinate the flow and content of briefing materials.
• You can provide support and oversee the coordination of branch/division wide meetings including scheduling meetings, preparing and distributing meeting materials, summarizing, analyzing, and following up on issues.

Financial Knowledge and Skills:

• You can develop and manage systems and processes for branch administration, business and financial planning, budget administration, contract management, and invoice and travel expense processing.
• You can coordinate and provide input into the development of branch financial forecasts and budgets.

Computer Skills:

• You have computer proficiency to prepare spreadsheets, presentations, correspondence, and reports.

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Additional information:

Note:

• T-TB-98182/16 - You must apply online by visiting www.ontario.ca/careers. You must enter the job id number in the Job ID search field to locate the job ad.

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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.