Executive Assistant (Temporary - 12 Months
Please Note:
If you are a current Hydro Ottawa employee with access to Workday, apply to this job via the Workday application.
At Hydro Ottawa, we empower the lives of the people in the communities we serve.
As the electricity distributor to the Nation’s Capital, our work powers all the essential activities that make up our lives - at home, at work and as Ontario’s largest municipally-owned producer of green power, we are leading the way to a greener tomorrow.
We are looking for trailblazers and innovators to join us as we build an energy future that will keep our City and our planet green for generations to come.
Are you ready to make a difference in our community?
JOB SUMMARY
The Executive Assistant provides executive-level support to the Executive Vice President, Finance and Chief Financial Officer. The primary responsibilities are to manage the executive schedule, coordinate with internal and external stakeholders, provide support, work on operations related projects and manage procurement for the Finance division. Additional responsibilities include reviewing and prioritizing and answering e-mail, requests for meetings, expense reports, phone calls and other items based on strategic and daily priorities, liaising with other members of the Executive Management Team and senior executives from other organizations, providing support / coverage to other Executive Assistants, establishing and maintaining document management systems, and actioning or responding to routine items on the Executive Management Team members behalf.
The Finance Division encompasses key corporate functions including Regulatory Affairs, Financial Reporting, Corporate Financial Planning Analysis, Accounting, Treasury, and Strategic Sourcing Logistics.
MAJOR RESPONSIBILITIES
Analyze incoming mail and correspondence for distribution/action by appropriate staff, initiating action on routine or procedural matters.
Establish, revise and maintain office organization and procedures to ensure efficient operation and recommend improvements.
Track tasks and projects to ensure appropriate prioritization of projects with respect to deadlines and organizational developments.
Assess the nature and sensitivity of verbal and written requests, and take appropriate action.
Maintain an accurate and detailed calendar, manage and log incoming scheduling requests, reschedule meetings, proactively communicate changes, and anticipate and respond to scheduling conflicts.
Plan meetings and events as required, including catering and logistics. May include itinerary planning, travel, and overnight accommodation including negotiating corporate rates, and assisting facilitators in preparatory plans
Prepare routine responses for signature, researching and collecting relevant documentation regarding more complex responses.
Maintain the security of highly sensitive and confidential matters.
Liaise with the internal team, providing support where necessary.
Undertake special assignments as requested.
Adopt and champion new technologies and business processes as required.
Perform Recording Secretary functions including scheduling meetings, drafting and distributing agendas, recording minutes, and following up on action items.
Prepare specialized reports and provide options/recommendations as required.
Enter purchase requisitions, process purchase orders and assist with procurement of software and services through ERP system, supporting operational needs.
Execute administrative processes and procedures (e.g. travel expenses, vacation, meeting room preparation) in accordance with Corporate policies, guidelines and procedures.
Monitor budget and work orders, and reconcile invoices.
Process and record a variety of agreements and contracts.
Liaise with consultants retained. Schedule meetings, process invoices for payment.
Field general questions and concerns raised by staff including fellow Executive Assistants pertaining to policies / procedures.
Assist with divisional policy administration and updates.
Coordinate format, and assemble critical documentation and reports for the Board of Directors and quarterly committee meetings.
Ensure consistent and efficient interaction with others…
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