Executive Assistant

Organization: Information and Privacy Commissioner of Ontario

Division: Tribunaland Dispute Resolution

City: Toronto

Job Term: 1 Permanent

Salary: $73,531to $102,803

Posting Status: Open

Do you thrive in a fast-paced, complex environment where sound judgement, discretion and exceptional organization matter?

The Information and Privacy Commissioner of Ontario (IPC) is seeking an experienced Executive Assistant to provide high-quality administrative and operational support to the Assistant Commissioner, Tribunal and Dispute Resolution Division.

Reporting to the Assistant Commissioner, you will support day-to-daydivisional operations, coordinate priorities and projects, and provide responsive service to divisional Directors and the broader management team.

Your communication skills, initiative, diplomacy and customer-service focus willhelp you build strong working relationships across the organization and with external partners.

What can I expect to do in this role?

Your primary responsibilities as an Executive Assistant will focus on performing a variety of specialized administrative support to assist with theday-to-day management control, operations and coordination of complex project sand/or tribunal related functions. The Executive Assistant role also supports the divisional Directors and broader management team as required and coordinates all divisional administrative activities.

• Provides executive level administrative support. Reviews and directs incoming correspondence, phone calls, and initiates responses.
• Manages and schedules daily appointments and activities; arranges meetings and business travel. Organizes the daily schedulearound urgent requests.
• Co-ordinates daily administrative operation by organizing workloadpriorities. Provides effective work direction, training and guidance and actsas a resource to support staff.
• Co-ordinates the development and implementation of secretarial and administrative standards and procedures for the division. May direct and train,on a daily basis, clerical support services on divisional processes and procedures.
• Support divisional leadership (e.g. directors) on an as needed basis.
• Lead corporate-wide strategic projects, including working with various staff and departments/divisions on the coordination and execution of project plans and reporting on projects deliverables/milestones, risks and risk mitigation strategies. This may also include supporting strategic projects and business processes led by other departments/divisions.
• Working closely with other corporate Executive Assistants and at times taking direction from the Executive Assistant to the Commissioner to ensure cohesion when coordinating activities across the organization.
• Responds and helps resolve issues of concernedclients seeking solutions.
• Prepares and processes documents of a confidential nature, such as notesregarding disciplinary action, contingency planning, and other divisional Human Resources matters.
• Ensures and checks the efficient and correctpreparation and processing of documents in accordance with appropriate policies and legislation. Applies and checks layout and formatting guidelines. Proofreadsown and other's material.
• Participates in the development of communication strategies and prepares and co-ordinates communications material within the department/division including newsletters, bulletins and flyers.
• Co-ordinates and maintains the records management process.
• Performs highly independent, specialized administrative tasks, including the preparation, research, review, reconciliation, control and co-ordination ofvarious documentation and processes.
• Use Microsoft 365 and corporate systems toprepare correspondence, reports, spreadsheets and presentation materials.
• Coordinate meetings, workshops, special events, catering, printing and registration; prepare agendas, take minutes,track decisions and follow up on action items.

Youwill qualify for this position by demonstrating:

• Experience in public sector organizations.
• Considerable experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
• Knowledge of corporate administrative policies and procedures, including procurement, finance, informationtechnology, records management, and facilities management.
• Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, presentations, correspondence, charts andtables.
• Considerable…