Executive Assistant

Organization:  Information and Privacy Commissioner of Ontario
Division:  Tribunal and 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-day divisional 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 schedule around urgent requests.
Co-ordinates daily administrative operation by organizing workload priorities. 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 concerned clients seeking solutions.
Prepares and processes documents of a confidential nature, such as notes regarding disciplinary action, contingency planning, and other divisional Human Resources matters.
Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation. Applies and checks layout and formatting guidelines. Proofread sown 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,…