Executive Assistant

1 week ago

Toronto, Ontario, Canada Legislative Assembly Full time

Do you thrive in a challenging role in a fast-paced environment? Do you wish to contribute to our compelling mission of advancing Ontarians' privacy and information rights?
If so, consider this exceptional, full-time opportunity with the Information and Privacy Commissioner of Ontario (IPC).


The Executive Assistant reports to the Assistant Commissioner, Strategic Initiatives and External Relations and is responsible for providing a full range of administrative services at the senior-management level.

Your executive-level administrative skills will be relied upon daily to deliver top quality support in a fast-paced and public sector government setting.

Your excellent communication, organization, time management and critical thinking skills, combined with your customer service focus, diplomacy and tact, will ensure you are a valued member of the team.


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 the day-to-day management control, operations and coordination of complex projects and/or program related functions. The Executive Assistant role also supports the divisional Directors as required and coordinates all divisional administrative activities.

  • Provides executive level administrative support to the division through the Assistant Commissioner. Reviews and directs incoming correspondence, requests, and initiates responses.
  • Manages complex information flows and handles urgent files coming into and out of the division.
  • Schedules daily appointments and activities, arranges meetings and business travel, and/or delegates such tasks to an administrative scheduler.
  • Coordinates daily administrative operation by organizing workload, identifying priorities and managing competing demands.
  • Provides effective work direction, training and guidance and acts as a resource to support staff.
  • Coordinates the development and implementation of administrative standards, processes and procedures for the efficient operation of the division.
  • Supports divisional directors on an as needed basis, including by providing administrative support, acting as an informational resource, carrying out research and strategic projects, and drafting, formatting, proofreading and sending external correspondence in accordance with standard guidelines.
  • Works 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 other strategic projects and business processes led by other departments/divisions.
  • Works 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 requiring utmost discretion.
  • Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation.
  • Organizes and maintains uptodate documentation for the division, including manuals, templates, policies, procedures and orientation materials.
  • Participates in the development of communication strategies and prepares and coordinates communications material within the department/division.
  • Coordinates and maintains the records management processes for the division.
  • Performs highly independent, specialized administrative tasks, including, preparation, research, investigation, review, reconciliation, control and coordination of various documentation and processes.
  • Coordinates meetings, special events, schedules, workshops, food services, printing of conference materials, and registration. Takes/transcribes minutes and followsup taking action when necessary.
  • Monitors, tracks, and reports attendance management.

How do I qualify?:

You will qualify for this position by demonstrating: 1. Experience working 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, information technology, records management, facilities management, etc.
  • Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, presentations, correspondence, charts and tables.
  • Considerable experience preparing agendas, taking minutes at meetings and identifying items for follow-up.
  • Extensive experience utilizing a variety of software packages (i.e. Microsoft Word, Excel, PowerPoint, Outlook, etc.).
  • Str

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