Executive Coordinator

2 weeks ago

Ontario, Canada Collage HR Full time

The Executive Coordinator is responsible for providing administrative and planning support to the Board of Directors, CEO and senior management team in matters relating to corporate initiatives, projects and directives, and provides research support, data coordination, reporting and written communications and correspondence for all corporate-wide initiatives, including special projects. This position is privy to and works with sensitive, highly confidential information.

KEY RESPONSIBILITIES

Administration and Board Governance

· Working closely with the Board Chair and CEO, schedule and organize board and committee meetings, including disseminating meeting packages and inviting appropriate attendees.

· Draft agendas and take minutes of board meetings, including in camera meetings, and ensure that all resolutions and actions are documented and filed in accordance with statutory overseeing ministry and Treasury Board requirements.

· Maintain OSTC’s board, corporate and other significant agency records and documents.

· Support the OSTC Board of Directors and senior management team as Board Liaison by coordinating official correspondence between the overseeing ministry, other Ontario government ministries, the Board and senior management team, tracking responses, following up and ensuring deadlines are met for filing responses.

· Assist in administratively implementing the decisions of the Board of Directors.

· Act as an interface with the overseeing ministry with respect to the Agency and Appointments Directives (AAD) and required reporting between the Board and Ministry.

· Assist with preparation and filing of regulatory reports and other disclosures.

· Draft and issue internal communications as required on behalf of the CEO and senior management.

· Compile agendas and take minutes, including any decisions made and action items, at management meetings and other meetings as required by the CEO.

· Draft and proofread correspondence, reports and presentations.

· Conduct research and provide analysis to support effective decision-making by the senior management team.

· Maintain oversight of policies and coordinate annual review and CEO signoff of any new or revised policies.

· Act as the Ethics Coordinator by coordinating requests and tracking forms, documentation and findings/results.

· Handle sensitive information with discretion and coordinate for requests filed under the Freedom of Information and Privacy Protection Act (FIPPA) by coordinating responses and compiling/disseminating data.

· Maintain up-to-date knowledge of relevant legislation, regulations and policies that may affect operations, including attending regulatory update sessions with all regulatory bodies.

· Provide other administrative support to the CEO and senior management, including the Manager of Health, Safety, Environment and Compliance on special projects and administrative tasks as required.

Special Projects

· Uses marine regulations and industry expertise to participate in special projects as assigned by the CEO.

· Collaborate with other departments and external partners to ensure project objectives are met.

· Develop project timelines, milestones, and deliverables, and execute as required.

· Monitor project progress and ensure projects are completed within specified timeframe and budget.

· Communicate project updates and status reports to interest holders and management.

· Provide recommendations and insights to improve project outcomes.

· Complete project-related administrative tasks, such as creating project reports, maintaining project documentation, and tracking project expenses.

Other duties as assigned.

EDUCATION AND EXPERIENCE

· Minimum two-year post-secondary diploma in business administration or equivalent (Bachelor’s degree would be an asset).

· Five (5) years of relevant experience or equivalent combination of education and experience in a regulated, public-sector environment.

· Expert written communication skills required for composition of documents, editing and proofreading materials for executive and Board of Director members.

· Experience dealing with sensitive, confidential, and complex organizational documents and files.

· Experience with board governance a strong asset.

· Marine industry and marine regulations experience would be an asset.

KNOWLEDGE AND SKILLS

· Excellent proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams, SharePoint, etc.) and experience working with electronic information management systems.

· Superior oral and written communications; demonstrated ability to draft clear and concise correspondence.

· Ability to maintain strict confidentiality and exercise discretion and tact in dealings both internally and externally.

· Strong attention to detail and accuracy, along with exceptional analytical skills.

· Highly adaptable and flexible to changing priorities and demands.

· Ability to work on multiple tasks and projects simultaneously with minimal supervision.

EFFORT – PHYSICAL/SENSORY DEMANDS

· Office work, sitting, computer work

WORKING CONDITIONS

· Office environment, occasional visits to operations, some overnight travel as needed. This position requires access to own means of transportation when travel required.

How To Apply?

Please upload your resume in PDF format within this platform by 4pm EST on the posting closing date of Sunday May 5, 2024.

We are committed to the principle of fair representation of individuals from the four designated groups as defined by the Employment Equity Act. We encourage qualified women, indigenous peoples, persons with disabilities and members of visible minorities to apply for our positions.

If you require accommodation in the recruitment process, please inform Human Resources via email at careers@ontarioferries.com. This email is not to be used for submitting applications, application must be complete in the Collage HR platform to qualify.

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