Executive Assistant

**Management Employment** **Opportunity**

**Executive Assistant - Chief Information Technology Officer Division**

At Hydro Ottawa, we empower the lives of the people in the communities we serve.

As the electricity distributor to the Nation’s Capital, our work powers all the essential activities that make up our lives - at home, at work and at play. And as Ontario’s largest municipally-owned producer of green power, we are leading the way to a greener tomorrow.

We are looking for trailblazers and innovators to join us as we build an energy future that will keep our City and our planet green for generations to come.

Are you ready to make a difference in our community?

**JOB SUMMARY**
The Executive Assistant provides executive-level support to the Chief Information and Technology Officer (CITO). The primary responsibilities are to maintain the schedule, coordinate with internal and external stakeholders, provide support, work on operations related projects and manage procurement for the division. Additional responsibilities include reviewing and prioritizing and answering mail, requests for meetings, phone calls and other items based on strategic and daily priorities, liaising with the Board of Directors, other members of the Executive Management Team and senior executives from other organizations, providing guidance to other Executive Assistants, establishing and maintaining document management systems, and actioning or responding to routine items on the Executive Management Team members behalf.

**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 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 enquiries, 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 enquiries; calm customers whose concerns have escalated to the Executive level
- Perform other related duties as required

**EDUCATION AND EXPERIENCE**
- 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