Senior Administrative Assistant - Strategic Enterprise Services

Infrastructure Ontario (IO), an Ontario crown corporation, provides a wide range of services to support the Ontario government’s initiative to modernize and maximize the value of public infrastructure and realty. IO has been recognized domestically and internationally for the way it does business and the success it has had with its major projects, real estate services, infrastructure lending, commercial projects, and development mandate.

IO delivers some of the most complex, ambitious commercial and land development solutions for the Province and continues to evolve and expand its capabilities to maximize its public impact and deliver on its vision of creating a connected, modern and competitive Ontario.

The Senior Administrative Assistant provides high-quality administrative and organizational support to the Strategic Enterprise Services division, including direct support to three Senior Vice Presidents (SVPs). The role supports enterprise-wide responsibilities such as calendar management, meeting coordination, document preparation, correspondence, office organization, onboarding, and tracking departmental activities. This position ensures smooth day-to-day operations and enables the department to deliver on strategic initiatives across IO.

This role will also act as the back-up for the Executive Assistant to the Chief Strategy Officer.

• Manage multiple complex calendars, anticipating scheduling conflicts and adjusting proactively based on SVP priorities.
• Coordinate across Strategic Enterprise Services and division-wide executive teams, preparing several weeks ahead to support meeting readiness.
• Work closely with government colleagues to accommodate urgent meetings and ad hoc requests.
• Serve as first point of contact for the SVPs and team, resolving inquiries independently when appropriate.
• Track and follow up on action items, procurement activities, expenses, and approvals in accordance with internal policies.
• Coordinate onboarding and off-boarding activities and orient new staff members.
• Organize and prepare meetings, including agenda creation, minute taking, tracking deliverables, and ensuring necessary logistics are in place.
• Prepare first drafts of correspondence, documents, presentations, and sensitive external materials.
• Maintain templates and ensure all documentation adheres to IO standards.
• Identify areas of opportunity for improvement or innovation in processes relevant to the position
• Act as a data steward (light) for executive workflows.
• Managing document integrity and version control to support basic records management.

• Post-secondary diploma in Business Administration or equivalent an asset.
• Several years of administrative experience supporting executives in a corporate setting.
• Experience supporting diverse business functions and managing competing priorities.
• Exceptional organizational, time-management, and prioritization skills.
• Ability to work independently with limited guidance in a fast-paced environment.
• Strong professionalism, discretion, and ability to handle sensitive information.
• Effective interpersonal, communication, negotiation, and facilitation skills.
• Excellent written communication skills and ability to synthesize information clearly.
• Demonstrated openness to new skills and approaches, seeking and applying feedback to improve performance and business outcomes.
• Ability to work with data and reports to support prioritization.
• Familiarity with tools such as PowerBI, SharePoint, and Microsoft Teams. As well, a comfort level with emerging tools such as AI copilots and automation tools will be valuable. Technical depth is not required, however, awareness of emerging AI tools and the ability to use them responsible will be beneficial.