Executive Assistant

2 weeks ago

Toronto, Canada HCRA Ontario Full time

HCRA is seeking a flexible, organized, and tactical professional who thrives in a fast-paced, high-profile environment to fill the role of Executive Assistant.

This role reports to the Director - Strategy, Risk, and Reporting with responsibility for managing the operations of the CEO/Registrar’s office, and under the general direction of the CEO/Registrar with a wide latitude for independent action. The Executive Assistant provides additional business and reporting support as a secondary responsibility.

Key responsibilities include but are not limited to;
- Leads the operations of Office of the CEO/Registrar by managing systems, workflow, approvals, and monitoring the status of commitments/deliverables.
- Oversees and manages the coordination of all requests and material in and out of the Office of the CEO/Registrar, providing quality assurance of all materials.
- Maintains confidential files and other sensitive information for the CEO, exercising a high degree of confidentiality, discretion, and tact in all aspects of the role.
- Develops and manages systems and processes, tools and best practices for HCRA administration and/or operational processes, issues management, document and presentation material standards and guidelines, etc.
- Liaises with managers and administrative staff to compile/develop materials, organize and support CEO/Registrar, as required.
- Prepares briefing notes, options papers, business cases, feasibility analyses, presentations and other strategic documents.
- Provides research, analysis and advice on specific policy, regulatory or operational matters, as required.
- Conducts/supports research analysis to support the development, implementation and continuous improvement of operational policies, processes, guidelines to support HCRA regulatory operations.
- Supports the monitoring and evaluation of new/changed policies and programs to support further operational policy development including development of reports on benchmarks, performance and outcome measures.
- Establishes relationships with internal and external partners (e.g., Tarion, municipal governments, community groups) to collect, manage, exchange and disseminate relevant data and information to coordinate activities and understand current trends, priorities and initiatives.
- Completion of a university degree (e.g. Business Administration, Public Policy, Public Administration) - or a combination of education, training and experience deemed equivalent.
- Six (6) to nine (9) years of progressive on-the-job experience and with four (4) to five (5) years performing similar duties/roles in a high-profile environment.
- Strong organizational and time management skills to manage deadlines related to the preparation of briefing material and correspondence; to simultaneously address and track numerous issues; to work in a fast-paced environment involving coordinating multiple projects.
- Commitment to accuracy, quality, and timeliness with a high level of attention to detail.
- High initiative and strong organizational and time management skills to manage workload, deadlines and changing priorities.
- Self-direction and initiative to initiate problem identification and resolution; to develop appropriate strategies to promote collaboration and communication within the organization.
- Ability to work under pressure and to strict deadlines, and comfortable working in a quick turnaround environment, while maintaining accuracy.
- Excellent interpersonal skills to influence desired outcomes (e.g. negotiating to meet competing timelines and priorities);
- Proficiency in developing professional relationships with internal and external stakeholders where formal authority may not exist.
- Tact and discretion to deal with issues/stakeholders on issues of a contentious, confidential or sensitive nature and to coordinate the preparation of materials.
- Strategic thinker to see the big picture, determine the problem and understand fundamental parts of the problem; to synthesize findings from analysis and make verbal/written recommendations to management.
- Excellent verbal and written communication skills with the ability to communicate information clearly and concisely.
- Good research and analytical skills to conduct research, assess policies and analyze trends.
- Expertise and knowledge of HRCA’s mandate/structure and related legislative and regulatory frameworks (i.e. New Home Construction Licensing Act, 2017), programs, priorities, stakeholder
groups and administrative processes to identify and coordinate the flow and content of briefing materials, handling of issues, etc.
- Comfortable working in cross-functional teams and working in a transformational environment.
- Political acuity to recognize and respond in a timely manner to regulatory issues which may have an impact for the CEO/Registrar.
- Adept at business case development to support plans for improvements to HCRA policies and processes.

HCRA will offer a competitive compe

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