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Executive Assistant

2 months ago

Ottawa, Ontario, Canada The MEARIE Group Full time
Job Summary

The Executive Assistant provides high-level support to the Chief Information and Technology Officer (CITO). Key responsibilities include maintaining the schedule, coordinating with internal and external stakeholders, providing administrative support, working on operations-related projects, and managing procurement for the division.

Major Responsibilities
  • Analyze incoming mail and correspondence for distribution/action by appropriate staff; initiate action on routine or procedural matters
  • Establish, revise, and maintain office organization and procedures to ensure efficient operation and recommend improvements
  • Track tasks and projects to ensure appropriate prioritization of projects with respect to deadlines and organizational developments
  • Assess the nature and sensitivity of verbal and written requests, and take appropriate action
  • Maintain an accurate and detailed calendar, manage and log incoming scheduling requests, reschedule meetings, proactively communicate changes, and anticipate and respond to scheduling conflicts
  • Plan events, such as off-site workshops, as well as retreats. May include itinerary planning, travel, and overnight accommodation, including negotiating corporate rates, and assisting facilitators in preparatory plans
  • Prepare routine responses for signature; research and collect relevant documentation regarding more complex responses
  • Maintain the security of highly sensitive and confidential matters
  • Liaise with the internal team, provide support where necessary
  • Undertake special assignments as requested
  • Adopt and champion new technologies and business processes as required
  • Liaise with internal/external communications/media and assist in coordinating the distribution of internal/external releases, as requested
  • Perform Recording Secretary functions, including scheduling meetings, drafting and distributing agendas; recording minutes and following up on action items
  • Prepare specialized reports and provide options/recommendations as required
  • Enter purchase requisitions, process purchase orders, and assist with procurement of software and services through the ERP system, supporting operational needs
  • Execute administrative processes and procedures (e.g., travel expenses, vacation, meeting room preparation) in accordance with Corporate policies, guidelines, and procedures
  • Monitor budget and work orders; reconcile invoices
  • Process and record a variety of agreements and contracts
  • Liaise with consultants retained; schedule meetings, process invoices for payment
  • Field general questions/concerns raised by staff, including fellow Executive Assistants, pertaining to policies/procedures
  • Ensure consistent and efficient interaction with others across the organization
  • Liaise with key clients regarding customer inquiries, requests for information, as well as requests for attendance/representation at meetings
  • Review and edit documents
  • Track and reconcile monthly cash expenses and credit card statement and complete and submit reports in a timely manner
  • Respond directly to inquiries; calm customers whose concerns have escalated to the Executive level
  • Perform other related duties as required
Requirements
  • Post-secondary education in a related field, preferably Office Administration
  • Several years' experience managing the administration of an Executive or Director-level office
  • Several years progressively responsible secretarial experience
  • Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements
  • Ability to work in a fast-paced and sometimes unpredictable environment; works well under pressure and tight deadlines
  • English essential, both oral and written; Bilingual (English/French) considered an asset
  • Strong computer skills; proficient in the use of office productivity and collaboration tools, preferably Google Workspace and MS Office
  • Working knowledge of Workday and JD Edwards considered an asset
How to Apply

If you are interested in this opportunity, please submit a cover letter and resume to include how your qualifications suit this role.

This is a management group opportunity, and salary will be commensurate with qualifications.

Hydro Ottawa offers a Hybrid Work Model. Hybrid work is position-specific, and the details of which will be discussed with successful candidates.

Please apply on our careers page: