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Administrative Assistant to the CEO

3 months ago

Toronto, Ontario, Canada Ombudsman Ontario Full time
Are you a well-organized administrative professional with strong communication and administrative skills? Are you interested in working in a fast-paced environment to provide administrative support to the Chief Executive Officer at the Ontario Heritage Trust? If so, then this could be the place for you


The Ontario Heritage Trust (OHT) is dedicated to preserving, protecting, and promoting Ontario's heritage for people to enjoy now and for others to experience in the future.

The OHT manages and, in some cases, restores provincially significant historic buildings and their related artifact and archaeological collections; provides public access and interpretive programs at its properties; negotiates and monitors conservation easement agreements with owners of both historical buildings and natural heritage sites.

The OHT encourages efforts to preserve and promote Ontario's heritage through community programs, including Doors Open Ontario, Young Heritage Leaders and the Heritage Community Recognition Program.

The Provincial Historical Plaques Program, which commemorates historically significant people, places, events, sites and structures, is administered by the OHT, along with the local marking program.

Through natural heritage programs, the OHT protects significant sites.

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.


We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.


Visit the OPS Anti-Racism Policy and the OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.


We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's Human Rights Code.

Refer to the "How to apply" section if you require a disability-related accommodation.

What can I expect to do in this role?In this role, you will:

  • provide administrative and executive secretarial services within the office of the Chief Executive Officer
  • maintain the Chief Executive Officer's (CEO's) calendar, schedule and coordinate meetings, conferences and events
  • prepare agendas for meetings, make travel arrangements, and coordinate and prepare required background material
  • prepare documents, presentations and correspondence as required
  • review all incoming correspondence, including confidential and sensitive information
  • design and maintain logging systems for all mail and other material
  • manage the records management function within the office
  • receive visitors, provide assistance to callers, redirect calls as appropriate and respond to routine inquiries
  • work with the Executive Assistant and program area staff to provide support to public events and receptions hosted by the Board of Directors
  • work with other administrative support staff to provide a coordinated and effective flow of information and materials
  • coordinate inter-unit activities
How do I qualify?Administrative Knowledge and Skills:

  • You have knowledge of administrative processes and procedures to provide efficient executive administrative support services.
  • You are able to maintain accurate databases and hard copy files and can provide timely information.
  • You have financial and problem-solving skills to identify and resolve discrepancies and errors when reviewing invoices.
  • You are able to identify where revisions to internal processes and systems may be revised or developed and implemented to improve efficiency and reduce costs.
Organizational Skills:

  • You have effective priority-setting and coordination skills.
  • You can prioritize and coordinate the production and completion of assignments in a fast-paced, multitask environment with competing deadlines and with minimal direction.
Customer Service and Interpersonal Skills:

  • You are able to demonstrate political acuity.
  • You have interpersonal and customer service skills, while maintaining confidentiality.
  • You are able to establish and maintain effective working relationships with staff, the ministry and representatives of the heritage community, the public, stakeholders, donors, the media and other interested parties.
Communication Skills:

  • You have oral and written communication skills to provide information that is accurate and clear.
  • You can ensure that all assignments are completed in accordance with established processes and performance standards.
  • You have effective proofreading skills to ensure accuracy, correct grammar, syntax and format.
Computer Skills:

  • You are proficient with computer software systems (e.g. Raisers Edge software, Word, Excel, Outlook, PowerPoint, Access, SharePoint and imaging and scanning tools).