Administrative Support Specialist

2 weeks ago

Toronto, Ontario, Canada OLHI Full time

The Administrative Support Specialist provides comprehensive administrative support to OLHI, reporting directly to the Executive Director & Officer. This role involves managing schedules, reviewing and prioritizing tasks, organizing materials, coordinating activities and events, and liaising with internal and external stakeholders.

Key Responsibilities:

  • Deliver full administrative support to the Executive Director & Officer and Senior Deputy Ombudsman as needed, prioritize tasks, manage the schedule, respond to general inquiries, manage human resources records, and plan and coordinate events.
  • Interact with various stakeholders, respond to queries, and prepare a wide variety of correspondence.
  • Develop and maintain corporate policies and procedures in collaboration with management.
  • Advise on corporate governance matters, particularly meeting and material protocols, conducting research to ensure best practices.
  • Draft, revise, and finalize the Annual Report and ED & O reports under the direction of the Executive Director & Officer.
  • Perform additional duties as assigned by the Executive Director & Officer.

Requirements

  • A minimum of 5 years of experience as an Executive Assistant or in a similar role.
  • Recent experience with corporate governance.
  • Strong organizational and planning skills, highly efficient.
  • Comfort working in a remote work environment, within a reasonable commuting distance to Toronto for periodic meetings.
  • Ability to work independently and as part of a team.
  • Excellent written and verbal communication skills, French is an asset.
  • Strong attention to detail and high degree of accuracy.
  • High level of integrity, confidentiality, and accountability.
  • Advanced proficiency with Microsoft Office, Google Workspace, case management systems, and website management tools.
  • Proactive with strong planning and execution skills.
  • Experience in the insurance or financial industry, or with a non-profit organization is preferred.

Benefits

  • Work from home with travel required to attend meetings and occasional on-site work (office or third-party sites).
  • Part-time position, 3 days per week (21 hours per week), eligible to participate in benefits.
  • Occasional travel within Canada (mainly downtown Toronto) – minimum of 4 times per year.
  • Overtime as required.

We estimate the annual salary for this role to be approximately $80,000-$90,000, based on industry standards and the location in Toronto. This figure may vary depending on experience and qualifications.

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