Executive Assistant – Senior Leadership Team

Full Time Office of Registrar OCSWSSW, Toronto, ON, CA

3 days ago Requisition

Salary Range: $79,315.00 To $85,410.00 Annually

With over 34,000 registrants, the Ontario College of Social Workers and Social Service Workers ("the College") is the regulatory body for social workers and social service workers in Ontario. Our mandate is to serve and protect the public interest through self-regulation of the professions.

Are you interested in joining a dynamic team dedicated to protecting the public and promoting ethical and professional practice? Are you a highly motivated professional looking for a challenge? Take the next step in your career with us.

The Executive Assistant to the Senior Leadership Team (SLT) contributes to the College’s public protection mandate by providing comprehensive administrative, operational and coordination support to the SLT, for the effective and efficient delivery of organizational priorities. The Executive Assistant is responsible for coordinating schedules, meetings and events, compiling and preparing correspondence and briefing materials, tracking leadership initiatives and supporting organizational reporting and governance activities.

In addition to managing SLT priorities, the Executive Assistant provides support for workplace operations management and acts as a central point of coordination between leadership, vendors and service providers. This role is a new position.

• Coordinate priorities and prepare, reports, presentations and briefing documents for the SLT and track action items with accuracy, completeness and alignment with organizational priorities and deadlines.
• Arrange and execute internal and external meetings and special events on behalf of the SLT, managing all logistical requirements including scheduling, facilities, catering and technical requirements for a professional and seamless experience.
• Manage various vendor relationships, service agreements and issues resolution to maintain established service standards.
• Monitor, review and process incoming invoices requiring review and signature across all departments, ensuring accuracy prior to submission to Finance.
• Support emergency preparedness activities and business continuity planning.
• Assist with special projects and strategic initiatives including environmental scans, research, data gathering and preparation of initial drafts and policy documents.
• Maintain accurate records, policies, procedures and confidential documentation in adherence to organizational governance, privacy and records management requirements.
• Continually identify opportunities to improve the effectiveness and efficiency of administrative processes and procedures, implementing improvements.
• Provide support to other functions of the College and any other duties that may be reasonably assigned.

• Post-Secondary Diploma in business, administration or equivalent.
• Minimum 5 years’ recent relevant experience reporting directly to the C-suite. Experience in a regulatory or legal setting would be an asset.
• Demonstrated experience coordinating office operations, facilities services, vendors, meetings and events.
• Self-motivation and solid project coordination and organizational skills to manage workload, deal effectively with multiple demands and maintain composure while progressing toward desired outcomes efficiently and effectively.
• Experience managing budgets, invoices, procurement processes and service contracts is an asset.
• Excellent written, verbal and interpersonal skills with a demonstrated ability to build trust and relationships with internal and external partners and groups.
• Demonstrated sound judgment, high degree of sensitivity and discretion to maintain the confidentiality of sensitive material and information.
• Excellent time management, organizational and anticipatory skills to multi-task and manage multiple competing priorities, and a commitment to continuous learning.
• Diplomacy and tact when dealing with individuals on behalf of the College; proven ability to establish and maintain…