Executive Assistant

2 months ago

Ottawa, Ontario, Canada Hydro Ottawa Full time
Job Summary

The Executive Assistant provides high-level support to the Chief Information and Technology Officer (CITO) in the IT Division. This role involves maintaining the CITO's schedule, coordinating with internal and external stakeholders, and providing administrative support for operations-related projects.

Key Responsibilities
  1. Analyze and distribute incoming mail and correspondence, taking action on routine or procedural matters.
  2. Establish and maintain office organization and procedures to ensure efficient operation, recommending improvements as needed.
  3. Track tasks and projects to ensure timely completion, prioritizing projects based on deadlines and organizational developments.
  4. Assess the nature and sensitivity of verbal and written requests, taking appropriate action to maintain confidentiality.
  5. Maintain an accurate and detailed calendar, managing scheduling requests, rescheduling meetings, and communicating changes proactively.
  6. Plan events, such as workshops and retreats, including itinerary planning, travel arrangements, and overnight accommodations.
  7. Prepare routine responses for signature, researching and collecting relevant documentation for more complex responses.
  8. Maintain the security of highly sensitive and confidential matters.
  9. Liaise with the internal team, providing support as needed.
  10. Undertake special assignments as requested.
  11. Adopt and champion new technologies and business processes as required.
  12. Liaise with internal/external communications/media, assisting in coordinating the distribution of internal/external releases as requested.
  13. Perform Recording Secretary functions, including scheduling meetings, drafting agendas, recording minutes, and following up on action items.
  14. Prepare specialized reports and provide options/recommendations as required.
  15. Enter purchase requisitions, process purchase orders, and assist with procurement of software and services through the ERP system, supporting operational needs.
  16. Execute administrative processes and procedures, including travel expenses, vacation, meeting room preparation, in accordance with Corporate policies, guidelines, and procedures.
  17. Monitor budget and work orders, reconciling invoices.
  18. Process and record various agreements and contracts.
  19. Liaise with consultants retained, scheduling meetings, processing invoices for payment.
  20. Field general questions/concerns raised by staff, including fellow Executive Assistants, pertaining to policies/procedures.
  21. Ensure consistent and efficient interaction with others across the organization.
  22. Liaise with key clients regarding customer enquiries, requests for information, and requests for attendance/representation at meetings.
  23. Review and edit documents.
  24. Track and reconcile monthly cash expenses and credit card statements, completing and submitting reports in a timely manner.
  25. Respond directly to enquiries, calming customers whose concerns have escalated to the Executive level.
Requirements
  1. Post-secondary education in a related field, preferably Office Administration.
  2. Several years' experience managing the administration of an Executive or Director-level office.
  3. Several years' progressively responsible secretarial experience.
  4. Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
  5. Ability to work in a fast-paced and sometimes unpredictable environment, working well under pressure and tight deadlines.
  6. English essential, both oral and written; Bilingual (English/French) considered an asset.
  7. Strong computer skills, proficient in the use of office productivity and collaboration tools, preferably Google Workspace and MS Office.
  8. Working knowledge of Workday and JD Edwards considered an asset.
About Hydro Ottawa

Hydro Ottawa is a leading electricity distributor and municipally-owned producer of green power. We empower the lives of the people in the communities we serve, powering essential activities and leading the way to a greener tomorrow.

We are committed to establishing a qualified workforce that reflects the diverse population we serve and encourage applications from all qualified individuals. We are also committed to preventing and removing barriers to employment for people with disabilities.

Applicants must be legally entitled to work in Canada.

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