Executive Assistant

I am an IT Director with more work than I know what to do with. I have challenging deadlines and a lot of really interesting information technology projects to complete. I need an Executive Assistant who can help me make my Business Services Branch the best it can be. I am looking for an extraordinary person to provide me with strong executive support/advice and coordinate scheduling, issues management, workflow, human resources, finances and communications.

You are a great organizer, at your best under pressure, intuitive, able to manage relationships, and you feel no task is impossible to accomplish. You are able to manage your time and prioritize work. You cheerfully help with the things that need to get done from the critical to the mundane. You 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. You are the calm in the storm.

What can I expect to do in this role?

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.

How do I qualify?

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.

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 Monday, March 19, 2018 11:59 pm EDT. Late applications will not be accepted.

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