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Executive Assistant

5 months ago

Ajax, Canada Elexicon Energy Inc. Full time

Elexicon Energy is the fourth-largest municipally owned electricity distributor in Ontario. Our mission is to provide our customers with reliable, affordable energy services and to continuously improve to meet their needs, while ensuring the needs of our shareholders are met through sustainable growth.

WHY JOIN OUR TEAM?

At Elexicon Energy we believe in living and leading our values through our daily actions. Our people are passionate about what they do and are engaged in day-to-day operations, projects and initiatives to support Our Why of empowering the communities we serve and helping customers create the possibilities that energize their future. This is an exciting time to join our growing team as we develop the strategies and plans to support a new brand and vision for customer centricity and operational excellence

Reports to the Manager, Technology Project Delivery and Governance, and is responsible for supporting the VP, Digital and Innovation, and department Managers with daily activities, department governance initiatives and projects. The incumbent will have a genuine appreciation for and understanding of protocol, discretion, confidentiality, and professionalism.
DUTIES AND RESPONSIBILITIES
- Efficiently manage all day-to-day administration matters for the VP, Digital and Innovation, including managing calendars and ensuring they are well informed of upcoming commitments and responsibilities.
- Researches, prioritizes and follows up on incoming issues, including those of a sensitive nature, and determines appropriate course of action, referral or response to escalate where appropriate.
- Schedules and makes arrangements for meetings and appointments as required for the VP, D&I and Management team. Manages Department Invoicing for all vendors and tracking financials.
- Invoices - Manages monthly invoicing.
- Coordinates the procurement of products and services as required by the Department.
- Administers related contracts, tracks renewals and expiry.
- Partners with vendors - works with vendors to schedule and coordinate meetings/planning.
- Provides project administration - actions item follows up, portfolio updates, tracking, and takes minutes.
- Develops reports - assists in the preparation and submission of reports, minutes, and presentations.
- Supports governance initiatives by providing reports, metrics, and trends, providing data input for various reporting and analysis. Assists in the preparation, updates, and follow-ups for the OEB Cybersecurity IT components for regulatory reporting.
- Works with 3rd party companies for risk management, audits, reporting and tracking.
- Assists with updates on IT policies, processes and procedures and implementation.
- Maintains confidentiality in all matters of a personal and sensitive nature.
- Assists in the development and execution of cybersecurity and IT/OT communications to the Organization.
- Represents the department by participating in the planning and execution of organization-wide events, as required. Other duties as required may be considered part of these responsibilities.

KEY SKILLS & QUALIFICATIONS
- Advanced computer skills including Microsoft Office - Word, PowerPoint, Excel, Teams and Outlook required; MS Project strongly preferred.
- Must have excellent organizational, analytical, and multitasking skills.
- Must have excellent communication skills, both written and verbal, and a great understanding of professional, corporate language and communications.
- Ability to maintain a flexible working attitude, while performing job duties in high pressure situations or handling complex communications.
- Adhere to regulatory, departmental and company policies in an ethical manner.
- Must be able to professionally handle sensitive information and maintain complete confidentiality.
- Ability to exercise independent judgment and perform all assigned duties with mínimal supervision.
- Able to work after hours as needed.
- Proven ability to manage operations and multiple projects simultaneously.

MINIMUM REQUIREMENTS
- Post secondary education with additional 3years related experience preferred.
- CAPM Certification or PMP would be an asset.

**Our Commitment to Diversity, Equity, Inclusion and Belonging**:
Elexicon Energy embraces and celebrates our collective diversity. We are committed to fostering an inclusive, diverse and equitable workplace built on respect, support and collaboration.

We thank all applicants; however, only those to be considered will be contacted.