Executive Assistant to President

3 weeks ago

Ajax, Canada Elexicon Energy Inc. Full time

Elexicon Energy is the fourth-largest municipally owned electricity distributor in Ontario. Our mission is to provide our customers with reliable, affordable energy services and to continuously improve to meet their needs, while ensuring the needs of our shareholders are met through sustainable growth.

WHY JOIN OUR TEAM?

At Elexicon Energy we believe in living and leading our values through our daily actions. Our people are passionate about what they do and are engaged in day-to-day operations, projects and initiatives to support Our Why of empowering the communities we serve and helping customers create the possibilities that energize their future. This is an exciting time to join our growing team as we develop the strategies and plans to support a new brand and vision for customer centricity and operational excellence

This position provides administrative support to the President and Chief Executive Officer and the Executive Office. The incumbent will have a genuine appreciation for and understanding of protocol, discretion, confidentiality, and professionalism. The Incumbent will also be able to accept and assume responsibility ranging from complex to routine tasks on behalf of the executive office and routinely communicate with external stakeholders, and other staff and departments. DUTIES AND RESPONSIBILITIES
  • Efficiently managing all day-to-day administrative matters and ensuring deadlines are met.
  • Managing Executive’s emails and calendar.
  • Liaising with all levels within the organization through information sharing and follow-ups while maintaining a high level of confidentiality and discretion.
  • Successfully completing critical aspects of deliverables with a hands-on approach, including but not limited to drafting letters, personal correspondence, and other tasks that facilitate the Executive’s ability to effectively lead the Company.
  • Researching, tracking, prioritizing, and following up on incoming issues and concerns addressed to the Executives, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response and escalating matters and complaints to the appropriate individual prior to involvement of the office of the Executive. For example, develop a plan for timely solutions and resolutions for difficult issues involving our customers, developers, lawyers, board members and local politicians.
  • Organizing and coordinating off-site meetings, town halls, conferences, and business functions on behalf of the office of the Executives, Board Members and other members of the executive and/or leadership team. As well as coordinating travel plans, itineraries, and agendas and compiling documents for travel-related meetings as necessary.
  • Assisting the Executives in preparing for Board and Committee meetings, materials submission timelines and deadlines as well as coordinating and attending leadership and management meetings and maintaining Minutes.
  • Accurate and timely management of all expense submissions for the Executives to include external board expenses following specific protocols to obtain necessary approvals as well as managing the Executive office budget.
  • Appropriate dissemination of all community requests associated with corporate giving and sponsorships, donations, and contributions to ensure the organization is sensitive to the community needs and adequately represented.
  • Represent the Company at council meetings, charity functions, community events or award ceremonies at the shareholder communities and give direction to others required to participate.
  • Providing a bridge for smooth communication between the various internal departments; demonstrating leadership to maintain credibility, trust, and support.
  • Other duties as required.
KEY SKILLS & QUALIFICATIONS
  • Advanced proficiency in Microsoft Office Applications and knowledge of SharePoint.
  • You are one of the most tech savvy people in the building.
  • Confidentiality is something that is a non-negotiable trait that ranks at the top of the must-haves for this role.
  • Exceptional written and verbal communication skills, a critical thinker with the ability to exercise sound judgment, confidentiality, discretion, and integrity at all times.
  • Ability to speak and write in a sharp, succinct, and positive manner that creates a good image of the Company and the President and CEO.
  • A major part of the job is to draft letters, write memos and take minutes of meetings; you must have a good grasp of grammar, spelling, and punctuation.
  • Ability to work in a dynamic workplace; work in a fast-paced environment and responsible for organizing numerous Company operations as well as tasks supporting the Executive team. While speed is imperative, what’s more important is the ability to multitask in an organized manner. Be responsive and be able to prioritize and complete tasks, such as schedule conferences, track meetings, book travel, and prepare reports and documents effectively.
  • Professionalism is a must-have quality. This role will have to interact with all levels of the organization on a regular basis.
  • The ideal EA will strive to put her boss in the limelight and work tirelessly to ensure they reach and exceed their goals.
  • Excellent team player. You view yourself as a partner of the executives. You consider the boss’s accomplishments as your own and work with them tirelessly to meet deadlines, achieve objectives and produce results.
  • Keen ability to build relationships with internal and external stakeholders, Board of Directors, Municipal Shareholders, Mayors, City Councilors, prominent community leaders and all levels of municipal and local governments.
  • Willing to go the extra mile.
  • Resourcefulness, keeping up with current events, and reading up on industry trends.
  • Flexibility and ability to recognize and identify constantly shifting priorities and deadlines.
MINIMUM REQUIREMENTS
  • Post Secondary Education (College Diploma) with additional related experience and/or minimum of 5+ years of related experience.

Our Commitment to Diversity, Equity, Inclusion and Belonging:

Elexicon Energy embraces and celebrates our collective diversity. We are committed to fostering an inclusive, diverse and equitable workplace built on respect, support and collaboration.

Elexicon Energy is an equal opportunity employer. We value an inclusive and supportive workplace which truly reflects the diversity of the communities we serve. We welcome all individuals to apply and do not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, disability, age, Indigenous/Métis status, or other legally protected status.


In accordance with the Ontario Human Rights Code and Accessibility for Ontarians with Disabilities Act, 2005, accommodation is available upon request at any point during the recruitment process. If you require accommodation please email us at HR@elexiconenergy.com and we will work to meet your needs.

We thank all applicants; however, only those to be considered will be contacted.

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