Executive Assistant

**Do you thrive in a challenging role in a fast-paced environment?**
If so, consider this exceptional temporary, full-time opportunity with the Information and Privacy Commissioner of Ontario (IPC).

The Executive Assistant reports to the Assistant Commissioner, Strategic Initiatives and External Relations and is responsible for providing a full range of administrative services at the senior-management level. Your executive-level administrative skills will be relied upon daily to deliver top quality support in a fast-paced and complex government setting. Your excellent communication, organization, time management and critical thinking skills, combined with your customer service focus, diplomacy and tact, will ensure you are a valued member of the team.

**What can I expect to do in this role?**: Your primary responsibilities as an Executive Assistant will focus on performing a variety of specialized administrative support to assist with the day-to-day management control, operations and coordination of complex projects and/or program related functions. The Executive Assistant role also supports the divisional Directors as required and coordinates all divisional administrative activities.
- Provides executive level administrative support. Reviews and directs incoming correspondence, phone calls, and initiates responses.
- Manages and schedules daily appointments and activities; arranges meetings and business travel. Organizes the daily schedule around urgent requests.
- Co-ordinates daily administrative operation by organizing workload priorities. Provides effective work direction, training and guidance and acts as a resource to support staff. Co-ordinates the development and implementation of secretarial and administrative standards and procedures for the division/s. May direct and train, on a daily basis, clerical support services on divisional processes and procedures.
- Support divisional leadership (e.g. directors) on an as needed basis.
- Leading corporate-wide strategic projects, including working with various staff and departments/divisions on the coordination and execution of project plans and reporting on projects deliverables/milestones, risks and risk mitigation strategies. This may also include supporting other strategic projects and business processes led by other departments/divisions.
- Working closely with other corporate Executive Assistants and at times taking direction from the Executive Assistant to the Commissioner to ensure cohesion when coordinating activities across the organization.
- Responds and helps resolve issues of concerned clients seeking solutions.
- Prepares and processes documents of a confidential nature, such as notes regarding disciplinary action, documents pertaining to arbitrations, contingency planning, offer letters, and other divisional Human Resources matters.
- Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation. Applies and checks layout and formatting guidelines. Proofreads own and other's material.
- Organizes and maintains up-to-date manuals such as Council and corporate administrative policies and guidelines.
- Participates in the development of communication strategies and prepares and co-ordinates communications material within the department/division including newsletters, bulletins and flyers.
- Co-ordinates and maintains the records management process.
- Performs highly independent, specialized administrative tasks, including, preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.
- Co-ordinates meetings, special events, schedules, workshops, food services, printing of conference materials, and registration. Takes/transcribes minutes and follows-up taking action when necessary.
- Monitors, tracks, and reports attendance management.

**How do I qualify?**:
**You will qualify for this position by demonstrating**: 1. Experience in public sector organizations. Experience with adjudicative, judicial, or quasi-judicial institutions is considered an asset.

2. Considerable experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.

3. Knowledge of corporate administrative policies and procedures, including procurement, finance, information technology, records management, facilities management, etc.

4. Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, presentations, correspondence, charts and tables.

5. Considerable experience preparing agendas, taking minutes at meetings and identifying items for follow-up.

6. Extensive experience utilizing a variety of software packages (i.e. Microsoft Word, Excel, PowerPoint, Outlook, etc.).

7. Strong analytical and problem-solving skills in combination with the abil