Executive Assistant, Directors - 14 Month Contract

Executive Assistant, Directors - 14 Month Contract

CONTRACT Executive Office Toronto, ON, CA

4 days ago Requisition

Salary Range: $67,600.00 To $84,500.00 Annually

The above Salary Range is our Hiring Range which is commensurate with experience

Employment Status: Contract (14 months)

Type of Position: Backfill

Location: Hybrid

Number of Vacancies : 1

Position Summary

The Executive Assistant is primarily responsible for assisting the General Counsel & Chief Privacy Officer and the Director of Conduct but will also function as a member of the overall executive support team, fulfilling tasks as needed. The Executive Assistant proactively manages calendars, workflow, meetings, and logistics, prepares agendas, and minutes, and serves as liaison to internal and external stakeholders, and coordinates and supports the work of the Board, select committees, and staff and working/advisory groups if and where required.

Responsible for a wide range of complex and confidential legal, administrative, operational, and internal governance activities, conducts research, compiles background materials related to a variety of initiatives/issues. Tracks organizational timelines and deadlines to ensure the executives can effectively manage activities, resources, and work deliverables. Collaborates with other members of the executive support team to support and ensure Board and Executive priorities are met.

The Executive Assistant must be able to respect confidentiality and professionally interact with employees, management, and the public.

What you’ll do at OCP

• Proactively manages Director calendars by coordinating schedules, prioritizing work, blocking work time, resolving conflicts, planning activities within the established timelines, and arranging for all relevant logistics (teleconference, video conference, etc.) and relevant material required for all meetings.
• Proactively assists General Counsel with management of caseload logistics and deliverables.
• Coordinates activities, including but not limited to supporting work of the Board and select committee staff and working/advisory group meetings, Executive Office correspondence, and preparing and organizing presentations and other material as required.
• Coordinates internal and external meetings for all assigned Directors including checking availability of all meeting attendees, inviting meeting participants, booking facilities, catering, logistics, A/V requirements and web/teleconference arrangements. Compiling and distributing meeting materials, recording meeting discussions/actions, and drafting minutes for approval as required. This includes coordination and collection of briefing notes, memoranda, reports, presentations, and all other materials and ensuring posting in a timely manner.
• Monitors and assesses the urgency of incoming and outgoing correspondence/ communications, primarily email inbox, phone, paper documentation; reviews content, checks deadlines and handles on recipient’s behalf where possible, and redirects to appropriate departments and escalates as necessary.
• Prepares and reconciles expenses and invoices and follows up on any outstanding expense or invoice submissions.
• Prepares travel schedules, books travel arrangements; prepares travel itineraries for meetings and conferences, including accommodations, compiles and prepares all relevant documents for the Executives as required.
• Maintains documents, emails, meeting notes, correspondence, and other relevant information in the appropriate filing system in accordance with the College's records management guidelines in a timely manner to facilitate retrieval of information as required.
• Ensures Executive administrative procedures and processes are documented and consistently updated and reviewed for efficiencies and improvements.
• Collaborates with other members of the Executive support team to ensure Board and Registrar/CEO priorities are met. Ensures coordination of vacation coverage and back-up.
• Other reasonable duties as assigned.

What we’re looking for

• Excellent written, verbal, and interpersonal skills with a demonstrated ability to collaborate and build trust and relationships with staff across the…