Administrative Coordinator

1 week ago

Toronto, Canada Ontario Securities Commission Full time

**Administrative Coordinator**
**Communications, International and Stakeholder Affairs Branch**
**Permanent, Full-time**
**File #23-61**

**Who We Are**

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 an inclusive, diverse, fair and flexible work environment and take pride in our challenging and rewarding work.**

The Communications, International and Stakeholder Affairs Branch is hiring for an **Administrative Coordinator** who will be responsible for providing specialized administrative support services to the Manager, Communications to support the general operations of a dynamic and fast-paced branch. This role will work directly with other team members as it relates to setting up meetings, managing expenses and supporting events 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 Duties and 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.
- Work with other administrative team members, provide back-up support, and act as an informal resource as required.
- Provide orientation and guidance on administrative operating procedures.
- Proactively 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.
- Provide support to Branch Administrator and Director as needed.

**_Meeting and Event Coordination_**
- Support the Events Lead and Senior Communications Advisor in the effective planning, coordination and implementation of the OSC’s signature event, OSC Dialogue, and other corporate events, including roundtables, receptions and townhalls.
- Coordinate recurring and non-recurring meetings, with moderate logístical complexity by canvassing internal and external stakeholders for availability.
- Support the planning and coordination of large and/or specialized meetings, presentations, and events as the administrative primary contact in collaboration with other administrative team members and events leads 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 ba

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