Administrative Coordinator

3 weeks ago

Toronto, Canada Ontario Securities Commission Full time

General Counsel Office

Regular, Full time

Closing Date: February 25, 2024

The Ontario Securities Commission (OSC) is the statutory body responsible for regulating Ontario’s capital markets in accordance with the mandate established in the provincial Securities Act and the Commodity Futures Act. The mandate of the OSC is to provide protection to investors from unfair, improper or fraudulent practices, to foster fair, efficient and competitive capital markets and confidence in the capital markets, to foster capital formation, and to contribute to the stability of the financial system and the reduction of systemic risk. This mandate is performed through policy, operational, adjudication and enforcement work. The OSC also contributes to national and global securities regulation development.

We offer a diverse, fair, and flexible work environment and take pride in our challenging and rewarding work.

The Administrative Coordinator is responsible for providing specialized administrative support services to management and staff within an assigned unit(s) within a Branch of the OSC under general direction. Responsibilities are performed utilizing practical knowledge of work methods, procedures, practices, and routines and include scheduling and coordinating meetings, maintaining records, preparing standardized reports and correspondence, responding to and triaging internal and external inquiries, and coordinating and tracking expense submissions. This role is the source of branch information and processes for the branch and providing direction to other administrative staff and team members in the unit.

Key

**Responsibilities**:
Administrative Support-
- Coordinate travel arrangements for internal management and external parties as required including booking airfare, accommodation, ground transportation etc., and ensuring costs are within prescribed budget and policy limits and initiating approvals for exceptions.-
- Coordinate, track, and maintain time sheet/attendance, training, and overtime.-
- Provide back-up support for other Administrative team members, and act as an informal resource as required.- Provide orientation and guidance on administrative operating procedures.- Identify opportunities and provide input and support for the streamlining of existing or development of new administrative procedures.- Provide technical assistance to unit staff on system processes as superuser, vetting, resolving, and escalating issues to IT as required.

Meeting and Event Coordination- Coordinate recurring and non-recurring meetings, with moderate logístical complexity by canvassing internal and external stakeholders for availability.- Planning and coordination of large and/or specialized meetings, presentations, and events as the administrative primary contact in collaboration with other administrative team members within branch and across the organization that occur one or more times per year.- Provide support for the organization of mid to large size event logistics where some past precedents are available including: scheduling of boardrooms and external venues, distribution of invitations, registration tracking and follow up, response to general queries, ordering catering, formatting, printing and circulating of agenda and meeting materials, and coordinating technical requirements.- Liaise with external service providers, as primary contact, to secure resources and book meetings for routine and non-routine requests.

Financial Tracking and Reporting- Prepare expense claim submissions for travel and training related expenses etc.- Review and reconcile invoices, resolve discrepancies, code, coordinate approvals, and submit for processing.- Perform standard calculations to compile and report statistics.- Track team/unit expenses and training budget and provide updates to budget owner.

Document and Report Preparation- Prepare standard and specialized documents, notices, and materials according to commission policies for internal and external stakeholders based on templates and general guidelines where some independent judgement is required to resolve issues relating to partial or conflicting information.- Independently prepare reports and presentations by compiling content, developing charts, graphs and tables based on computation of statistical data, proof reading, formatting, and printing materials.- Prepare standard and specialized documents, notices, and materials according to commission policies for internal and external stakeholders based on templates and general guidelines where some independent judgement is required to resolve issues relating to partial or conflicting information.- Research articles, publications and papers and prepare summaries of relevant information and key issues as background informational material for management.- Generate and compile reports from various systems and prepare charts and tables for quarterly and fiscal reports using established templates where some modifications may be

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