Administrative Assistant

4 weeks ago

Oshawa, Ontario, Canada Ontario Power Generation Full time
Job Title: Administrative Assistant

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Ontario Power Generation. As an Administrative Assistant, you will provide comprehensive administrative support to Senior Managers and their departments, utilizing new technologies to deliver efficient processes in areas such as correspondence, meeting arrangements/scheduling, time management, information maintenance, and general office support.

Key Responsibilities:
  • Provide administrative support to Senior Managers and their departments, including managing schedules and calendars, scheduling meetings and booking travel arrangements.
  • Maintain leader's calendar regarding meetings, appointments, and screen calls and visitors, being mindful of established priorities.
  • Schedule and make all necessary arrangements for meetings and conferences, including preparation and distribution of agenda and handouts, acquiring of meeting room, accommodation, notification of participants, arranging for audiovisual or other equipment, preparing and issuing meeting notices, typing of minutes of the meeting covering numerous items such as corporate business plans, organization changes, executive appointments, labour relations, and bargaining strategy.
  • Participate with Senior Manager in the setting of priorities and the scheduling of Senior Manager's work projects and activities, advising relative to the status of current work, target dates, scheduled actions/meetings, etc., and other related demands on Senior Manager's time.
  • Maintain referral and follow-up control logs to keep Senior Manager informed of impending actions, progress, etc.
  • Coordinate all access to Senior Manager. Set up priority for requests and, where possible and prudent, refer same to other knowledgeable staff for action or, within prescribed limitations, respond personally to request providing required information or service.
  • Prepare and edit correspondence, reports, presentations, and other documents.
  • Handle confidential and sensitive information with the utmost discretion and professionalism.
  • Manage expense reports, budgets, and other financial documents.
  • Perform other administrative duties as required to support the leadership team.
Requirements:
  • Post-secondary diploma/degree in Business Administration, Communications, or a related field preferred.
  • Minimum of 2 years of experience in an administrative support role.
  • Exceptional organizational skills and attention to detail.
  • Strong written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Ability to prioritize and manage multiple tasks and deadlines in a fast-paced environment.
  • High level of discretion and confidentiality.
  • Strong problem-solving skills and the ability to work independently.
  • Excellent interpersonal skills and the ability to work effectively with all levels of the organization.
What We Offer:
  • A supportive work environment where you can be your best every day.
  • Opportunities to stretch and develop.
  • Offer different ways for you to give back to communities where we operate.
  • We support employment equity, diversity, and inclusion.

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