Executive Assistant, Corporate Services

7 months ago

Burlington, Canada Burlington Hydro Full time

**About this role**:
Burlington Hydro Inc. (“BHI”) is currently seeking an Executive Assistant, Corporate Services. Reporting to the EVP, Corporate Services & Chief People Officer, this position is responsible for providing comprehensive senior administrative support to the Senior Executive Team and Board of Directors of Burlington Enterprises Corporation and its affiliates Burlington Hydro Inc. and Burlington Electricity Services Inc. The position serves as a liaison and main point of contact between the senior leadership, Board members, staff, Shareholders and external stakeholders, including members of the public. Work assignments may be complex, and considerable judgment, tact, and initiative are required to respond to requests from internal and external stakeholders. This is an on-site position.

**Core responsibilities**:

- Provide proactive and timely administrative and office management support for daily activities to all executive team members
- Proactive calendar management includes maintaining the executive team's work schedules and calendars, particularly the CEO/President
- Provide support with updating and maintaining corporate governance records such as risk and legal register, manuals, and annual governance schedule
- Attend board meetings, document meeting minutes, and prepare board materials. Prepare and review all documents, reports, and correspondence for executive signatures for format, content, grammar, spelling and make edits as necessary
- Manage and maintain Dilitrust - Board governance online portal
- Prepare draft reports, presentations, background documentation, and research for the executive team
- Arrange and attend senior leadership meetings and annual general and shareholder meetings, as well as take and transcribe meeting notes/minutes when required
- Coordinate and support the AODA/Privacy Officer in managing the privacy and AODA programs, including ensuring the privacy governance framework and program are maintained and in accordance with applicable legislation
- Receive, respond, and process access to information requests in accordance with applicable legislation
- Coordinate and manage the accessibility and compliance framework in accordance with AODA legislation under the direction of the EVP, Corporate Services
- Oversee and manage records retention practices such as but not limited to service level and legal agreements, including tracking and accurate filing
- Receive, open, and distribute incoming confidential mail and other material and coordinate the flow of information internally and with other departments and organizations
- Prepare routine departmental correspondence and reports, maintain records, and file management, both written and electronic
- Maintain departmental supplies and prepare purchase requests
- Present a positive and professional image of the executive office to all internal and external stakeholders
- Maintain high confidentiality and professional interactions with employees, management, and the public All other duties as assigned
-

**What we are looking for**:

- Post-Secondary Degree or Diploma in business/office administration or equivalent experience
- A minimum of 3 years (three) of business administration/executive assistant experience
- Prior experience supporting C-Suite and/or a Board of Directors is preferred
- Experience working in a legal or political environment would be considered an asset
- Comprehensive experience performing administrative support duties to senior management, handling various administrative matters and coordination
- Experience preparing confidential materials and information for management, with proven ability to handle sensitive issues and exercise independent judgment Relevant administrative experience, including calendar management, taking minutes of meetings and preparing reports and presentations
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**What you'll need to be successful**:

- Demonstrated knowledge in understanding and working with MFIPPA and PIPEDA legislation and relevant experience in the privacy/Freedom of Information (FOI) field is preferred
- Demonstrated knowledge in understanding and working with the Ontarians with Disabilities Act (ODA. 2001) and the Accessibility for Ontarians with Disabilities Act (AODA, 2005)
- Exceptional customer service, relationship-building, and collaboration skills and the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, with members of the public and external stakeholders
- Self-directed and able to work effectively with mínimal supervision
- Knowledge of modern office methods and procedures, office equipment, and records management (electronic and manual) Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
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**Who we are**:
Established in 1945, Burlington Hydro is a local distribution company (LDC) serving the City of Burlington, with a total licensed service area of 188 square kilometres and a custom

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