Executive Assistant to the Vice President

Do you have extensive senior level executive support expertise? Consider this opportunity with the Information Technology Division of the Ontario Clean Water Agency (OCWA) to support the planning and delivery of division business services. To coordinate administrative services, budget/FTE management, correspondence management, client relationship, and issues management processes for the division. To plan and conduct projects for the development of division administrative and business support procedures, processes and standards.

What's in it for you?
• Flexible learning and development opportunities.
• Opportunities for career advancement and specialization with the largest provider of water and wastewater services in Ontario.
• Work with the partner of choice for more communities than any other water and wastewater service organization in Ontario for over 20 years.
• Work with an organization committed to innovation and advanced technology.
• A defined benefit pension plan.
• Maternity and parental leave top-up benefits including for adoptive parents.
• Comprehensive Health Plan.
• Life and Disability Insurance.

Who We Are
The Ontario Clean Water Agency (OCWA) believes in Our Communities, Our Environment and Our People. As a trusted partner to municipalities, First Nations communities, businesses, governments and institutions across Ontario, we provide our clients with total solutions in water and wastewater. We are dedicated to working closely with our clients to help them build healthy sustainable communities and organizations.

What can I expect to do in this role?

What we are looking for:
In this role:
• Provide issues management and correspondence coordination, briefings and support to the Vice President and coordinate the division flow of executive requests and reports.
• Coordinate processes and advise/support the division management team on the development of the division strategic/business plans, project plans, and performance measures.
• Coordinate systems/processes for the development, monitoring, analysis and reporting of the division budgets, financial forecasts, expenditure processing and tracking, FTE allocations, human resources records, contract management and procurement initiatives.
• Provide advice and recommendations to the Vice President and division senior management on division budget management/FTE issues management strategies and solutions.
• Provide advice on OCWA corporate policies and procedures.
• Lead projects for the development, implementation and management of division administrative and business support procedures, processes, systems and practices;
• Establish and manage collaborative relationships on behalf of the Vice President and division senior management with offices of OCWA and ministry executives and officials and with internal/external stakeholders to exchange information, respond to inquiries, and resolve issues.
• Provide general administrative support to the Vice President and the division.
• Provide technical leadership and guidance to division administrative staff.
• Undertake special project assignments.

How do I qualify?

Knowledge of Business Operational and Administrative Principles, Methods and Processes:

• Excellent knowledge of executive administrative service and business support principles, protocols, methods and practices.
• Proven experience in developing, implementing and managing organizational operational and administrative processes and procedures.
• Demonstrated knowledge of financial planning, control, analysis and reporting principles, processes and techniques.
• Demonstrated knowledge of business planning, issues management, HR administration, contract management, vendor management, Freedom of Information and Protection of Privacy inquiry response, and procurement processes to coordinate related division operational activities and provide advice to division senior management.

Planning, Administrative, Coordination and Computer Knowledge and Skills:

• Demonstrated excellent planning, administrative, coordination and organizational skills.
• Proven experience in leading organizational operational and business support activities, services, and projects.
• Proven experience in leading/coordinating the work of administrative staff.
• Project planning and management skills.
• Demonstrated ability to take initiative, and complete work within tight deadlines and changing priorities, and under minimal supervision.
• Demonstrated excellent computer skills with expertise in word processing, database management, spreadsheet, and presentation and internet/intranet website applications.

Business Relationship, Advisory and Verbal Communication Skills:

• Proven relationship management skills to relate effectively to OCWA and ministry executive offices, internal and external stakeholders, and to participate in consultations as a representative of the Vice President and the division.
• Proven advisory skills to provide administrative advice, briefings and recommendations to the Vice President and division management.
• Demonstrated ability to provide thorough and accurate program information and resolve issues in response to inquiries.
• Proven ability to contribute effectively as a team member.

Research, Analytical, and Written Communication Skills:

• Demonstrated skill and experience in conducting information research, analyzing information, determining optimum solutions/strategies to division business support issues.
• Excellent interpersonal and presentation skills.
• Demonstrated written communication skills to prepare research summaries, operational/administrative reports and draft correspondence, planning papers and briefing documents.

How to Apply

1. You must apply by e-mail.
2. You must show how you meet what we are looking for clearly, completely and concisely; we rely on the information you provide to us.
3. OPS employees are required to quote their WIN EMPLOYEE ID number when applying.



Send application/resume with covering letter to:
Ontario Clean Water Agency
Attention: Samantha Ramnath
Email: sramnath@ocwa.com

Collection of Information

Your personal information is being collected and will be used to determine your qualifications for employment with the Ontario Public Service, and for recruitment modernization initiatives. OPS Careers is an authorized common service in accordance with s. 6 of the Ministry of Government Services Act, R.S.O. 1990, c. M.25 and this collection of personal information is necessary to the proper administration of OPS Careers.

Please do not provide more personal information than what is asked of you. For example, do not include your social insurance number, photograph, or banking information, etc. with your application. We strongly encourage you not to provide us with information beyond that which is requested in the job posting.

If you have any questions about the collection, use, disclosure, or retention of your personal information, please contact us.

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.

Remember: The deadline to apply is Friday, December 1, 2017 11:59 pm EST. Late applications will not be accepted.

We thank you for your interest. Only those selected for further screening or an interview will be contacted.