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Executive Assistant

October 24 2021
Industries Public administration , Energy
Categories Administrative, Clerical, Administrative assistant, Executive Assistant, Receptionist, Data entry, Word processing clerk, Office manager
Toronto, ON

Permanent, full-time position

We are the Ontario Energy Board (OEB) – Ontario's independent energy regulator. We work to ensure a sustainable, reliable energy sector that helps consumers get value from their natural gas and electricity services – for today and tomorrow.

We are currently seeking a collaborative individual to join our team as an Executive Assistant in the Executive Office. In this role, you will be responsible for providing comprehensive support to the Chief Operating Officer (COO) and the Chief Corporate Services Officer & General Counsel (CCSO & GC) with a high level of professionalism and confidentiality.

RESPONSIBILITIES

  • Performs a wide variety of administrative support functions for the executives
  • Builds positive relationships across the organization and with external stakeholders
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the executives, including those of a sensitive or confidential nature, and determines appropriate course of action, referral, or response
  • Assembles pertinent/background information to facilitate decision-making
  • Provides a bridge for smooth communication between the executives and internal
  • departments: demonstrating leadership to maintain credibility, trust and support with senior leadership staff
  • Provides multiple and complex calendar management and meeting support to facilitate daily meetings and appointments, and anticipates executives' needs in advance of meetings
  • Prepares meeting materials and coordinates agendas
  • Executes, and assists with, projects and special assignments by establishing objectives, balancing priorities, and managing timelines
  • Compiles, edits and finalizes executive-level presentations and documents, proofreads documents to ensure accuracy and clarity of content, and ensures conformity to layout and format
  • Prepares outgoing email and mail-outs, as needed
  • Tracks and maintains all corporate records for the executives in compliance with records management policies and procedures
  • Prepares various reports, including, but not limited to, financial and operational reports
  • Reviews incoming correspondence (regular mail and e-mail) and spotlights issues of importance or requiring immediate attention
  • Handles inquiries in a professional, helpful manner, screening and routing inquiries appropriately
  • Manages and submits expenses on behalf of the executives
  • Plans and co-ordinates offsite meetings, and group, project and team events when required
  • Handles other projects/duties, as assigned

QUALIFICATIONS

  • Post-secondary education in office administration or business (or equivalent)
  • 5+ years of experience as an Executive Assistant in a professional work environment supporting a C-level Executive
  • Expert proficiency with Microsoft Office, including, but not limited to, Word, Excel, PowerPoint and Teams
  • Demonstrated multi-tasking skills, with the ability to effectively prioritize within a fast-paced, deadline-oriented environment
  • Strong organizational skills
  • Strong attention to detail and demonstrated ability to provide a high level of accuracy
  • Excellent interpersonal and communication skills (written and verbal)
  • Proactive approach to problem-solving, with strong decision-making skills
  • Collaborative team skills to work with other C-suite Executive Assistants

OUR CULTURE

If you enjoy working with a group of staff dedicated to working cooperatively with stakeholders to help build and sustain public confidence in Ontario's natural gas and electricity sectors, you'll enjoy being a member of our team. We offer an environment that provides intellectually challenging work, inspires innovation, creativity and rewards collaboration.

COME WORK WITH US

WE OFFER

  • Competitive salary and benefits
  • Comprehensive Health and Dental Plans
  • Income Protection Plan
  • Progressive Leave Program
  • Employee Assistant Program

TO APPLY:

If you would like to explore this opportunity, please apply online, by Friday, October 29, 2021, by visiting https://www.oeb.ca/about-us/careers .

As Ontario's independent energy regulator, the OEB is proud to be an Equal Opportunity Employer and we are committed to providing barrier-free and accessible employment practices in compliance with the Ontario Human Rights Code (OHRC) and the Accessibility for Ontarians with Disabilities Act (AODA). Should you require any assistance, please let us know.

We appreciate the interest of all candidates. We regret that only those candidates under consideration will be contacted.

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