Executive Assistant

2 weeks ago

Guelph, Canada Ontario One Call Full time

Build your future at Ontario One Call

**Company Overview**:
Ontario One Call acts as the communications link between buried infrastructure owners (our members) and individuals who are planning to dig in the province of Ontario. In 2012, the Ontario Underground Infrastructure Notification System Act was passed, which stipulates that by law, anyone in the province of Ontario must contact Ontario One Call before they dig. In addition to our contact centre, we are also responsible for public education, industry outreach, and compliance.

As a Public Safety Authority, Ontario One Call is focused on guiding construction, infrastructure and excavation industries towards creating efficiencies and improvements across the province. Ontario One Call is a not-for-profit governed by a Board of Directors representative of the underground infrastructure and excavation industries.

**Core Values**:
**Caring** We invest in the success and safety for our team, communities and the environment.

**Integrity**...We are dedicated, honourable and honest.

**Collaborative**...We foster partnerships and work together to build a safer Ontario.

**Inclusive**...We are a leader in inclusivity and cultivate a foundation of respect and support within our industry.

**Innovative**...We strive for excellence with a willingness to learn, adapt and innovate.

**Position Overview**:
Reporting to the CEO, the Executive Assistant is accountable for delivering a wide variety of administrative and executive services to the CEO of Ontario One Call (OOC), the Executive Leadership Team (ELT) and the OOC Board of Directors. Duties include handling confidential matters, liaising with internal and external groups, managing calendars and organizing meetings, preparing reports, correspondence and presentations, ensuring coordination with the ELT, and coordinating Board materials and records.

This position is located at the Guelph office located at 104 Cooper Drive, Guelph. Ontario One Call has a hybrid work model with staff dividing their workweek between in-office and at-home work per company policy.

**Primary Duties**:
Provide high level, confidential administrative support to the CEO, Executive Team and Board of Directors:

- Board and Committee meeting support:
- prepare and distribute agendas and meeting materials via the online board portal
- prepare and maintain meeting minutes/notes
- maintain action registries and track and ensure timely delivery of action items
- prepare correspondence to the Board and Board Committees as required
- Logistics support:
- proactively plan, organize, schedule and attend meetings, identify, resolve and manage scheduling conflicts
- coordinate travel/accommodation arrangements
- arrange meeting facilities and catering
- organize and/or assist with meetings and One Call events including the Annual and Special Members Meetings.
- Correspondence and reporting:
- assist with completion of various reporting to government agencies
- independently action routine enquiries and escalate complex enquiries to appropriate parties based on knowledge of the business
- draft, edit and/or assist with preparation of correspondence, memos, presentations, and spreadsheets
- organize, prepare, and submit personal expenses of CEO and Board members per protocol
- Administration:
- maintain electronic records including developing and managing filing systems and ensuring compliance with internal privacy and retention requirements.
- proactively identify, prepare, revise, and implement various business function administrative systems, processes, and procedures to support business needs and enhance operational efficiencies
- participate and/or provide administrative support to special projects
- Provides back-up support to other business functions as required.
- Other duties as assigned.

**Qualifications**:

- Knowledge of corporate governance and senior administrative practices.
- Knowledge of records management procedures and processes. Skilled using a variety of online tools such as Board Portals to share information, develop records libraries, etc.
- Knowledge of financial policies and processes - and compiling senior leaders’ personal expenses.
- Intermediate knowledge and in-depth experience with MS Office products and tools including but not limited to (Word, Excel, PowerPoint, Office 365)
- Excellent interpersonal and written communication skills. A wordsmith capable for writing, proof reading, and editing documents, correspondence, etc.
- Strong organizational skills and the ability to work with mínimal supervision to be self-directed, to take initiative without direction, and to use time efficiently by effectively prioritizing work.
- Highly collaborative work style and approachable personality. Ability to tactfully communicate with various levels of the organization to request or provide information.
- Strong attention to detail, organization and time-management skills and the ability to stay on task in a fast-paced envir

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