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Executive Assistant
2 months ago
Hydro Ottawa seeks an Executive Assistant to provide strategic support to the Chief Information and Technology Officer, driving the company's mission to empower the lives of the people in the communities it serves.
As the electricity distributor to the Nation's Capital, Hydro Ottawa powers the essential activities that make up our lives - at home, at work and at play. We are leading the way to a greener tomorrow.
The Executive Assistant will be responsible for maintaining the schedule, coordinating with internal and external stakeholders, providing support, working on operations-related projects, and managing procurement for the division. Additional responsibilities include reviewing and prioritizing mail, requests for meetings, phone calls, and other items based on strategic and daily priorities, liaising with the Board of Directors, other members of the Executive Management Team, and senior executives from other organizations, providing guidance to other Executive Assistants, establishing and maintaining document management systems, and actioning or responding to routine items on the Executive Management Team members behalf.
The ideal candidate will have:
- Post-secondary education in a related field, preferably Office Administration.
- Several years' experience managing the administration of an Executive or Director level office.
- Several years progressively responsible secretarial experience.
- Ability to work in a fast-paced and sometimes unpredictable environment; works well under pressure and tight deadlines.
- English essential, both oral and written; Bilingual (English/French) considered an asset.
- Strong computer skills; proficient in the use of office productivity and collaboration tools, preferably Google Workspace and MS Office.
- Working knowledge of Workday and JD Edwards considered an asset.
The Executive Assistant will be responsible for:
- Analyzing incoming mail and correspondence for distribution/action by appropriate staff; initiating action on routine or procedural matters.
- Establishing, revising, and maintaining office organization and procedures to ensure efficient operation and recommending improvements.
- Tracking tasks and projects to ensure appropriate prioritization of projects with respect to deadlines and organizational developments.
- Assessing the nature and sensitivity of verbal and written requests, and taking appropriate action.
- Maintaining an accurate and detailed calendar, managing and logging incoming scheduling requests, rescheduling meetings, proactively communicating changes, and anticipating and responding to scheduling conflicts.
- Planning events, such as off-site workshops, as well as retreats. May include itinerary planning, travel, and overnight accommodation, including negotiating corporate rates, and assisting facilitators in preparatory plans.
- Preparing routine responses for signature; researching and collecting relevant documentation regarding more complex responses.
- Maintaining the security of highly sensitive and confidential matters.
- Liaising with the internal team, providing support where necessary.
- Undertaking special assignments as requested.
- Adopting and championing new technologies and business processes as required.
- Liaising with internal/external communications/media and assisting in coordinating the distribution of internal/external releases, as requested.
- Performing Recording Secretary functions, including scheduling meetings, drafting and distributing agendas; recording minutes and following up on action items.
- Preparing specialized reports and providing options/recommendations as required.
- Entering purchase requisitions, processing purchase orders, and assisting with procurement of software and services through ERP system, supporting operational needs.
- Executing administrative processes and procedures (e.g. travel expenses, vacation, meeting room preparation) in accordance with Corporate policies, guidelines, and procedures.
- Monitoring budget and work orders; reconciling invoices.
- Processing and recording a variety of agreements and contracts.
- Liaising with consultants retained. Scheduling meetings, processing invoices for payment.
- Fielding general questions/concerns raised by staff, including fellow Executive Assistants, pertaining to policies/procedures.
- Ensuring consistent and efficient interaction with others across the organization.
- Liaising with key clients regarding customer enquiries, requests for information, as well as requests for attendance/representation at meetings.
- Reviewing and editing documents.
- Tracking and reconciling monthly cash expenses and credit card statement and completing and submitting reports in a timely manner.
- Responding directly to enquiries; calming customers whose concerns have escalated to the Executive level.
- Performing other related duties as required.
Hydro Ottawa offers a Hybrid Work Model. Salary will be commensurate with qualifications.
Hydro Ottawa is committed to establishing a qualified workforce that reflects the diverse population it serves and we encourage applications from all qualified individuals. We are also committed to preventing and removing barriers to employment for people with disabilities.
