The Executive Assistant, Vice President - Corporate Relations Stakeholder Engagement & Innovation will provide full executive administrative support to the senior leader of the business unit. The imcumbent will support functions including coordination functions such as:
- Preparing and maintaining confidential communication, information and records
- Communicating corporate or business unit priorities, information or data to other members of the business unit management team, the business unit, or other stakeholders
- Scheduling, organizing and participating in senior management meetings
- Monitoring the status of major issues, projects, problems or programs, and ensuring that senior management are kept informed of the important issues
- Coordination of corporate level service functions such as mail functions, courier delivery, supply ordering, and general clerical assistance;
- Coordinating and providing administrative support within the Business Unit (e.g. employee access to computer systems, implementing programs of service affecting all unit staff).
- Ensuring consistent application of corporate policies and procedures throughout the Business Unit
- Other duties to support the senior management team of the business unit as required.
What you'll be doing
Preparation of correspondence and reports including that of a highly confidential nature:
- High level support and assistance to Vice President, including preparation of various confidential or classified documents such as: Board correspondence, position papers (including those for labour relations, negotiations, arbitration and grievances), responses to grievances; pay recommendation letters; performance result consolidations; relief letters; disciplinary letters, PIP letters; reference letters; staff additions and removals; probationary letters; new hire orientation letters; disciplinary letters
- Composing and preparing various confidential correspondence, reports and presentations. Re-formatting documents to ensure adherence to corporate communication standards;
- Routing documents for signature and approval (e.g. contracts; agreements, reports; directives; policies; instructions; budgets; personnel and labour relations matters);
- Researching issues, and gathering and summarizing data, statistics or information;
- Processing inquiries from members of the general public or external organizations;
- Providing input and taking minutes of business unit meetings; organizes meeting agendas (including items relating to compensation, labour relations and staffing).
Maintain schedules and meetings, and make travel arrangements:
- Maintaining appointment calendar, and scheduling appointments
- Making travel arrangements for meetings and conferences;
- Anticipating and initiating appropriate action to conserve time commitments of the Vice President. Prioritizing work demands and assignments from various staff;
- Liaise with external facility providers for off-site meetings
Maintain files and record-keeping systems for the Business Unit:
- Filing and routing materials, correspondence and incoming mail
- Extracting files and documents to meet needs
- Establishing and maintaining retention schedules for documents and correspondence
- Compiling training, maintaining training databases and vacation records
- Filing and maintaining confidential labour relations documentation such as grievance review board items, Board of Directors items, etc.
- As directed, communicate work priorities to Business Unit staff to ensure projects are completed in a timely manner.
- Monitor work projects, including tracking their status, and communicating suggestions and measures intended to expedite the completion of assignments
- Initiate follow-up actions or communication to staff
- Provide updates to Vice President regarding the status of various projects, work or activities to ensure target dates are met
- Following-up with various stakeholders (e.g. government agencies; Ontario Ministries, Ontario Energy Board; etc.) on various matters.
Budget Administration, Financial Management , and Space Co-ordination:
- Co-ordinate preparation of the Business Unit budget
- Verification and processing of invoices
- Compile, review and verification of monthly credit card reconciliation for Vice President
- Review and verification of credit card reconciliations completed by Direct Reports prior to approval
- Confirming that account distributions are correct and charged to the appropriate work package
- Co-ordinate space requirements for the business Unit.
- Attend meetings to represent the Business Unit on issues related to space planning and accommodation and ensure Business Unit interests are represented.
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Recommend and ensure the implementation of office administrative procedures across various organizational units within a department/division (including the review, evaluation, recommendation and implementation of new procedures).
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Plan and arrange for the acquisition of administrative and office services.
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As required, conduct research, compile data and prepare summary briefs or reports for executives, committees and board of directors. Analyze incoming and outgoing memoranda, submissions, or reports.
Co-ordination
- Assisting in the orientation and training of support staff of other Business Units.
- Identifying intra-departmental issues and coordinating appropriate staff to work towards a resolution
Independent Electricity System Operator
1600-120 Adelaide Street West
Toronto
Ontario Canada
www.ieso.ca
