Executive Assistant to The CEO

2 weeks ago

Toronto, Canada Toronto Hydro Full time

Reporting to the President and Chief Executive Officer, the Executive Assistant supports the day-to-day administrative operations for the CEO’s office, working closely with the CEO and her Chief of Staff to confirm it is run efficiently, productively and professionally. In addition, s/he provides day-to-day administrative support to the Board of Directors and Corporate Secretary. This includes enabling the execution of complex meeting structures related to the Executive Meetings including the proactive calendar management, planning and execution, document and report preparation/delivery on time, internal/external/Board of Directors meeting preparation and follow-up, management, execution and training of administrative policies and procedures, expense account management and reporting, correspondence, customer and/or issues escalation management and response to internal and external customer/client inquires, and general office administration. The incumbent maintains high standards of confidentiality, guaranteeing secure handling of sensitive information.

**KEY RESPONSIBILITIES**:

- Proactively leads effective time management strategies and calendar management for the CEO.
- Leads the execution of the Executive management system (i.e., meetings and processes) including the coordination and implementation of complex meeting structures to guarantee the right information is available at the right time, with the right people to facilitate CEO and Executive decision-making. This includes proactive calendaring to confirm CEO, Board of Directors and Corporate Secretary are prepared, available, prepared, and on time for appointments and meetings (including Board meetings) and all documentation.
- Schedules well-coordinated and cost-effective meetings/events and travel arrangements, coordinates and arranges meeting locations, equipment, and/or catering, and conducts any post-meeting/event follow-up that is required to guarantee timely and organized scheduling, minimizing conflicts and optimizing the CEO’s time.
- Prioritizes tasks and deadlines, confirming that key objectives and timelines are met contributing to productive outcomes.
- In collaboration with other Executive Assistants, leads the management and reporting of Executive expenses in accordance with corporate policies and procedures optimizing efficiency and cost - effectiveness.
- Reviews, reconciles and executes administrative processes and procedures (e.g., procurement card reconciliation, petty cash, office supplies, purchase requisitions, timekeeping, etc.), in accordance with corporate policies, guidelines and procedures.
- Provides training and support to Executive Assistants when new corporate administrative systems, tools, policies and procedures are introduced to the organization.
- Conducts general office administrative duties to confirm professional nature of the executive floor maintained.
- Proactively addresses issues, troubleshoots challenges and finds solutions to streamline workflow for office management.
- Prepares documents, reports, presentations, diagrams, other materials as necessary for the CEO in an accurate, professionally formatted, high quality and timely manner, in alignment with corporate branding guidelines.
- Ensures documentation is available in advance for meetings (internal and external) for the CEO.
- Liaises with Executive team to provide updates and information between executives and the CEO on schedules, timelines, and meeting preparation.
- Supports internal stakeholders on opportunities to improve the alignment of the customer experience led by the Office of the President.

**REQUIREMENTS**:

- Undergraduate Degree or College Diploma in Office Administration Management, Communications, Finance, Business or related area.
- Seven (7) to ten (10) years administrative experience, with five (5) or more years’ experience with CEO and/or Executive level administrative support (_A combination of education and related experience may be considered)._
- Experience with administrative support to the Board of Directors an asset.
- Functional/Industry experience (preferred).
- Experience with diligent Board Books an asset.
- Knowledge of Executive meeting management and complex meeting structures.
- Superior organizational, planning and time management and prioritization skills.
- Demonstrated interpersonal skills.
- Superior attention to detail and accuracy.
- Strong problem solving and decision-making skills.
- Superior verbal and written communication skills.
- Detail oriented and resourceful.
- Demonstrated flexibility and adaptability.
- Creative and innovative thinking.
- Demonstrated professional and customer focused behavior and results.
- Superior technical skills in the areas of MS Word, Excel, PowerPoint and Outlook, Diligent Board Books and other IT related tools.
- Understanding and commitment to maintaining confidentiality of sensitive information.

Toronto Hydro has introduced a Hybrid Work Arrangement. This positio

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