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About the Role
The Executive Assistant provides senior-level administrative support to the Chief Operating Officer and Chief Corporate Services Office, maintaining a high level of professionalism and confidentiality. This role acts as a trusted partner to the executive team by coordinating projects, conducting research, preparing business materials, and supporting daily operational initiatives. The Executive Assistant will liaise with executives, senior leaders, and staff discreetly and professionally, collaborating with various departments and external parties on administrative matters to ensure efficient and high-quality service.
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.
Requirements
- 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.
Skills
- Microsoft Office (Word, Excel, PowerPoint)
- Microsoft Teams
- Boardbooks
- Organizational skills
- Time management skills
- Attention to detail
- Accuracy
- Interpersonal skills
- Communication skills (written and verbal)
- Initiative
- Willingness to take on new challenges
Location
- Greater Toronto
Work Type
- Non-Union Permanent
Experience Level
- 3 years experience as an Executive Assistant supporting C-level Executives
Education Level
- Post-secondary diploma in Office Administration, Business, related discipline or equivalent
Salary/Compensations
- $85,977 - 101,079
About the Company
- 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.
Equal Opportunity
- 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.