Ea to Office of The Registrar

5 months ago

Toronto, Canada ONT.COLLEGE OF TEACHERS Full time

**Posting 23-38**

**Bilingual Executive Assistant, Office of the Registrar**

**Administration Unit, Office of the Registrar**
- Permanent Position, Category 11- Hiring Range $ - $67,237 - $76,399_

The Executive Assistant (EA) -to the Office of the Registrar/CEO is responsible for providing confidential executive administrative and support to the Registrar and CEO and the Deputy Registrar for the OCT and interacts regularly with the relevant Executive members of the College, stakeholders and the Chair of the Council. The EA manages, streamlines and facilitates the flow of services through the office, under mínimal direction. Similarly, the role also provides administrative support to the broader management team within the office of the Registrar and CEO.

The Executive Assistant will work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

As the Office of the Registrar is responsible for supporting the work of the Council and other Committees, the EA is responsible to assist with the Council meeting and agenda material coordination, reports and liaising with the council members, Chair of the Council and SLT members.

The EA is responsible for preparing reports and presentations, including graphs, charts and slide decks, in a professional, effective, and visually appealing manner to internal and external stakeholders.

**KEY ACCOUNTABILITIES**
- Conducts necessary planning and organization to perform advanced, diversified and confidential administrative duties.
- Prioritizes the flow of materials and communications to and from the areas of responsibility, relieving the CEO/Registrar and Deputy Registrar of complex details and advanced administrative duties.
- Follows through with information to get desired results.
- Maintains division work plan and/or schedule, following up as necessary with the different departments executive members and external consultants as required to support timely completion of deliverables.
- Works independently, within established guidelines, liaising with internal and external contacts on behalf of the CEO/Registrar and Deputy Registrar.
- Coordinates activities in support of preparing agendas and arranges committee and/or task force meetings.
- Follow up to ensure that the Registrar/CEO Reports are received and sent to Council for review in a timely manner
- To ensure Council and Committee documentation is available for Office’s use prior to meetings.
- Provides administrative support for and develops relationships with Chair of the Council, council members and staff, acting as an information resource to the department, and others.
- Schedules appointments, meetings and travel itineraries, and coordinates related arrangements.
- Prepares and distributes minutes of meetings, follow up and planning on items from minutes.
- Set up orientation meetings with all new staff members.

**Team Membership**
- Works closely with other Executive assistants and colleagues in administrative roles across the OCT to ensure the effective flow of services and optimization of work processes.
- Collaborates with the SLT to help ensure the timely completion of deliverables.
- Engages in problem solving with staff across the organization, develops creative solutions to administrative issues and contributes to continuous improvement initiatives within the division.
- Prepares and distributes minutes of SLT meetings, Stakeholders meeting and similar.

Perform other duties that may be assigned from time to time.

**QUALIFICATIONS REQUIRED**
- A minimum of 7 years’ prior experience, at least 3 years supporting an Executive level position with responsibility for CEO/Board support and reporting, taking of minutes and preparation of report and advanced administrative and office management skills working with highly confidential and/or sensitive information.
- Training in the use of minutes and preparation of report material is an asset.
- Experience with a Registrar/CEO C-suite executive is an asset.
- Excellent grasp of delivering solid customer and executive administrative services in a confidential and/or sensitive environment.
- Highly developed interpersonal skills with the ability to work effectively with all levels of staff and external stakeholders.
- Bilingual in both written and spoken French and English. Able to communicate in a clear, articulate manner for individual and/or group situations.
- Ability to reason through and write moderately complex letters or similar correspondence.
- Willingness to work flexible hours, as may be required.

**WORKING ARRANGEMENT**

The Ontario College of Teachers offers competitive salaries, pension, comprehensive benefits and a modern, progressive work environment.

The College supports a flexible work environment, if your role permits, to afford everyone the best of both worlds - a mix of remote and in-office workdays.

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