Executive Administrative Assistant

2 weeks ago

Toronto, Canada Workplace Safety and Insurance Appeals Tribunal Full time

**About Us**:
The WSIAT is committed to fostering and sustaining a diverse, inclusive, equitable and accessible workplace. The WSIAT is a highly specialized adjudicative Tribunal that hears the appeals of final decisions of the Workplace Safety and Insurance Board.

**OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism**: We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

Visit the
**OPS Anti-Racism Policy** and the
**OPS Diversity and Inclusion Blueprint** pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's
**Human Rights Code**. Refer to the "How to apply" section if you require a disability-related accommodation.

**What can I expect to do in this role?**: As an Executive Administrative Assistant, your duties may include the following:

- Provide executive administrative support and coordination for the Executive Offices of the Workplace Safety and Insurance Appeals Tribunal, including the Chair and related executive committees, and assist with other administrative activities in the Executive Offices
- Participate in weekly review meetings with senior staff in the Executive Offices to plan, schedule and assess priority items for action
- Monitor, track and report on work flow, maintaining and managing forward deadlines including notifying managerial staff of pending action items and following up on due dates on behalf of the Executive Offices
- Provide input and recommendations on the development and implementation of administrative procedures, systems and practices for the Executive Offices, and suggest process improvements to internal clerical and administrative processes
- Maintain calendars and schedule meetings for the Executive Offices, including liaising with internal and external parties to determine availability, gathering and distributing information, and keeping apprised of the activities in the department as a whole in order to prioritize issues accordingly
- Plan and organize arrangements for meetings, teleconferences, and video conferences using Zoom / Teams and Webinar for the Chair, senior Executive staff and various committees, including developing agendas, preparing and distributing supporting documents, and ensuring technical support when required
- Research, develop and compose a wide variety of executive information materials such as correspondence, presentations, statistics, reports, briefing notes, proposals and other documents for the Executive Offices
- Review, proofread and edit a variety of documents, suggesting changes in content, determining appropriate style/layout, and ensuring accuracy in spelling, grammar, legal/medical terminology, and format, ensuring documents conform to established Executive Office formats and procedures.
- Administer procurement of office supplies and services for the department, including dealing with service providers and vendors
- Organizing and administering expense claims for the Chair and other executives, reviewing them for accuracy and coordinating for payment through the Finance Department
- Administer the Chair and other executives' workshop and conferences registrations, travel and accommodations, and coordinate memberships as required

**How do I qualify?**:
**Knowledge, Skills and Abilities**:
**Knowledge**:

- Knowledge and understanding of Ontario's workplace safety and insurance system, including general knowledge of the Workplace Safety and Insurance Act and other relevant legislation, procedures, and guidelines; or knowledge and experience in a similar quasijudicial environment or demonstrated ability to acquire this knowledge and work in this environment, in order to provide a range of executive administration and coordination services to the Executive Offices
- Thorough knowledge and understanding of a broad range of office administration and financial methods, processes and procedures in order to perform a wide range of work tasks and provide effective support to the Executive Offices
- Demonstrated knowledge of and experience in senior level administrative support functions, in order to provide high level support to the Chair and other executives

**Communication, Analytical and Organizational Skills**:

- Excellent oral and interpersonal skills to respond to inquiries and liaise with internal and external parties on behalf of the Executive Offices, using a high degree of discretion, tact and diplomacy
- Demonstrated writing and editing skills to create correspondence and reports, prepare presentations, and efficiently produce materials
- Excellent attention to detail to review and proofread documents prepared by others for accuracy and completeness
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