Program Coordinator, Corporate Services

3 weeks ago

Toronto, Canada Financial Services Regulatory Authority of Ontario (FSRA) Full time

FSRA is guided by our vision of financial safety, fairness and choice for Ontarians. We achieve this by public service through dynamic, principles-based and outcomes-focused regulation. FSRA is committed to attracting and retaining exceptional people who bring energy, expertise, and experience. This includes providing a comprehensive total rewards package that looks beyond compensation and takes into consideration those things that are important to employees:
- High employee engagement scores with opportunity for growth, learning and development
- Flexibility with a hybrid work model in an office designed for collaboration
- Competitive benefits plan, including a Defined Benefit pension plan
- Promoting wellness and fostering an inclusive environment where all employees feel valued and respected
- Culture of giving back to our communities through charitable activities**Job Description**:
PURPOSE OF POSITION

Accountable for providing a wide range of administrative support to the office of the Executive Vice President (EVP) of Corporate Services including the Executive Assistant and Corporate Service Leaders (CFO, CRO, CIO, CHRO).

KEY RESPONSIBILITIES
- Provides comprehensive administrative support to the Executive Assistant, EVP as well as the Corporate Service Leaders including but not limited to coordinating meeting logistics, managing complex schedules, drafting professional as well as confidential correspondence, processing facilities invoices, IT support, and tracking Learning and Development for the Corporate Services team.
- Researches information and prepares reports and communication products including slide decks for the for the EVP and Corporate Service Leaders.
- Supports the Executive Assistant in the confidential development of ELT, Board and Committee documents including meeting materials, agendas, reports, presentations, communications, and other materials as required. Maintains professionalism and strict confidentiality with all materials.
- Coordinates complex (and sometimes confidential) scheduling and calendar management, as well as content and flow of information to the EVP and Corporate Service Leaders.
- Assists with maintaining hard copy and electronic records and documents (including confidential material).
- Transcribes, formats, and produces a variety of confidential reports, spreadsheets, meeting minutes and briefing materials to support the EVP and Corporate Service Leaders.
- Liaises and coordinates directly with FSRA Executive Assistants for meeting and logístical requests involving FSRA Management.
- Maintains excellent communication and rapport with the EVP, EA, Corporate Service Leaders, Board Members, Senior Management and FSRA employees and stakeholders.
- Acts as the backup for the Executive Assistant.
- Exhibits confidentiality, discretion and superior judgement regarding all matters conducted in the EVP’s office and safeguards the confidentiality of personal information, administrative records, files, and communications.
- Identifies administrative issues that may impact the operations of the different areas of Corporate Services and recommendations to resolve issues.
- Organizes team communications and plans events, both internal and off-site.
- Responsible for other duties assigned by the Executive Assistant.

QUALIFICATIONS

Education and Experience:

- Graduation from a college or university; or equivalent education and experience.
- 4 - 6 years’ experience in providing executive level administrative services and support within a highly demanding work environment with expertise in prioritizing and managing competing priorities and deadlines.

Knowledge and Skills:

- Knowledge of the protocols and practices of an executive office as well as office administration systems, procedures, practices and processes to prepare and distribute materials, coordinate the timely preparation of materials/correspondence, recommend and implement new/revised administrative procedures.
- Knowledge in SharePoint information systems and procedures to access information, administer databases and coordinate system maintenance.
- General understanding of the role and mandate of the Financial Services Regulatory Authority of Ontario.
- Strong interpersonal communication skills, political acuity and tact to interact with staff at all levels of the organization as well as external stakeholders.
- Strong problem-solving skills to manage conflicts with the EVP and Corporate Service Leaders schedule and ensure optimum use of all Executives time.
- Excellent written and verbal communication skills, as well as proof-reading and editing skills, to support business correspondence and the executive office environment.
- Strong organizational skills and the ability to work with mínimal supervision to be self-directed, to take initiative without direction, and to use time efficiently by effectively prioritizing work.
- Ability to exercise good judgement in dealing with matters of a sensitive and

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