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Job summary

The Executive Assistant provides high-level administrative support to the Chief Operating Officer and Chief Corporate Services Officer, including calendar management and project coordination. They also conduct research, prepare business materials, and manage confidential records to ensure efficient daily operations.

Job details

Job ID: 991 Position Type: Non-Union Permanent Department: Chief Operating Officer's Office Hiring Range: $85,977 - 101,079 Job Posting Close Date: 10/02/2026 The Ontario Energy Board is proud to be recognized as one of Greater Toronto’s Top Employers for four years running. Our success resides with our people and we take great pride in fostering a workplace culture that attracts top-tier professionals passionate about shaping Ontario’s energy future. Our reputation as a preferred employer reflects our commitment to helping deliver clean, reliable, affordable and secure energy that enables economic growth across the province. Our One OEB culture promotes a values-driven, collaborative workplace where diverse perspectives come together to deliver regulatory excellence, and where we encourage curiosity and agility in an environment that is grounded in mental health, wellbeing and a foundational commitment to Diversity, Equity and Inclusion. We are the ONTARIO ENERGY BOARD. Overview The Executive Assistant is responsible for providing senior level administrative support to the Chief Operating Officer and Chief Corporate Services Office, exhibiting a high level of professionalism and confidentiality in the services provided. In addition to providing high-level administrative support, this role serves as a trusted partner to the executive team by coordinating projects, conducting research, preparing business materials, and supporting day-to-day operational initiatives. The Executive Assistant will liase with executive, senior leaders and staff in a discrete and professional manner. Collaborate with various departments and external parties on administrative matters. Ensure efficient and high-quality service is provided.Responsibilities Perform a wide variety of confidential administrative support functions to ensure seamless operations. Research and gather information to support business decisions, strategic initiatives, and operational priorities Prioritize and follow up on incoming issues and concerns, including confidential and sensitive matters. Determine appropriate course of action, referral, or response for incoming matters. Deal with complex and sometimes challenging calendar management and meeting support within a tight schedule to facilitate daily meetings and appointments. Anticipate needs in advance of meetings to ensure information is provided for preparation. Prepare meeting materials and coordinate agendas. Execute and assist with projects and special assignments by establishing objectives, balancing priorities, and managing timelines. Build positive relationships across the organization and with external stakeholders. Collaborate with internal stakeholders to achieve common goals, business objectives and efficiencies. Book travel arrangements, develop itinerary details for meetings, process and reconcile expenses for the Office. Prepare per diem submissions, verifying accuracy and approval before processing for payment. Track and maintain all corporate records in compliance with records management policies and procedures and for audit purposes. Use professional judgement to screen, prioritize and determine appropriate actions for incoming inquiries. Participate and elevate the effectiveness of business operations by participating in cross-functional teams to share and acquire information. Maintain confidential and sensitive information in a secure manner. Prepare divisional reports for business activities to reflect metric data, volume, usage, records management, or other statistical data for trend analysis. Effectively process and reconcile relevant expenses to meet corporate policies, financial and procurement guidelines. Demonstrate professionalism to maintain credibility, trust, and support with senior leadership and staff. Qualifications Post-secondary diploma in Office Administration, Business, related discipline or equivalent. 3 years’ experience as an Executive Assistant in a professional work environment supporting C-level Executives in a related setting. Proficient knowledge of Microsoft Office (Word, Excel, PowerPoint), Teams and Boardbooks. Strong organizational and time management skills with attention to detail and demonstrated ability to provide high level of accuracy. Excellent interpersonal and communication skills (written and verbal). Demonstrates initiative and a willingness to take on new challenges This job posting represents an existing vacancy. Pursuant to the Accessibility for Ontarians with Disabilities Act, the Ontario Energy Board will make reasonable efforts to provide accommodation to candidates with disabilities in the course of the recruitment process upon written request. We request that candidates seeking accommodation identify their particular accommodation needs as soon as possible in the job selection process. Questions concerning the availability of accommodation in the recruitment process may be forwarded by email to hr@oeb.ca.

What you’ll do

The Executive Assistant provides high-level administrative support to the Chief Operating Officer and Chief Corporate Services Officer, including calendar management and project coordination. They also conduct research, prepare business materials, and manage confidential records to ensure efficient daily operations.

Requirements

Candidates must possess a post-secondary diploma in Office Administration or a related field and at least 3 years of experience supporting C-level executives. Proficiency in Microsoft Office, Teams, and Boardbooks is required, along with strong organizational and communication skills.

Benefits

• Mental health support • Wellbeing programs • Diversity, Equity and Inclusion initiatives

Listed skills

• Time management · Preferred
• Project Coordination · Preferred
• Microsoft Teams · Preferred
• Administrative Support · Preferred
• Microsoft Office · Preferred
• Communication Skills · Preferred
• Stakeholder Management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Calendar management
• Project coordination
• Research
• Records management
• Expense reconciliation
• Communication skills
• Time management
• Organizational skills
• Microsoft Office
• Microsoft Teams
• Boardbooks
• Confidentiality
• Strategic planning
• Stakeholder management
• Communication
• Procurement
• Curiosity
• Leadership
• Microsoft PowerPoint
• Microsoft Excel
• Detail Oriented
• Professionalism
• Auditing
• Time Management
• Business Objectives
• Balancing (Ledger/Billing)
• Economic Growth
• Administrative Support
• Business Decisions
• Statistics
• Mental Health
• Information Gathering
• Project Coordination
• Office Administration
• Business Operations
• Operations Research
• Travel Arrangements
• Calendar Management
• Microsoft Word
• Trend Analysis
• Corporate Services
• Disabilities

Job areas

• Administrative
• Energy
• Government & Public Sector
• Management & Leadership
• Chief Executive Officer/Chief Operating Officer
• Executive Assistant
• Administrative and Executive Secretaries
• Executive Secretaries and Executive Administrative Assistants