Executive Administrative Assistant

**Executive Administrative Assistant**

Situated on the beautiful Ottawa River, Pembroke is located in the heart of the Ottawa Valley. It is the largest centre located between Ottawa and North Bay. Pembroke is a great area in which to live; residents enjoy affordable housing, access to healthcare, connectivity and an active lifestyle.

**Reports To**

President and CEO

**Job Summary**

Ottawa River Power is looking for a dynamic and highly motivated Executive Administrative Assistant to provide comprehensive support, with a high level of professionalism and confidentiality, to the President and CEO and management team.

This is a permanent, full-time position in the Pembroke office.

**Primary Duties and Responsibilities**
- Serves as a liaison between the President and CEO and various internal and external stakeholders
- Acts in support of the President and CEO, during absences, by dealing with issues within scope of authority and directing issues which require the attention of others
- Responds to and screens inquiries on behalf of the President and CEO and escalates more complex issues - prioritizes and determines appropriate course of action, referral or response
- Responsible for corporate records management - tracks and maintains all corporate records for the management team in compliance with records management policies and procedures
- Responsible for organizing and assisting with internal and external corporate communications
- Board meetings and JH&SC - documents minutes, tracks and monitors issues for follow-up
- Ensures the corporate governance framework is properly designed, implemented and maintained and

Board policies are reviewed and updated as required
- Acts as a key contact for Board members on corporate correspondence
- Assembles pertinent/background information to facilitate decision making
- Works within Company values and policies at all times
- Cultivates efficient communication and positive relationships between the management team, internal departments and external stakeholders, demonstrating leadership to maintain credibility, trust and support
- Maintains the security of highly sensitive and confidential matters, keeping all information to which they are privileged in strict confidence
- Maintains digital and paper-based filing systems on a regular basis
- Performs a wide variety of administrative support functions for the management team
- Undertakes special assignments as requested; special projects that may come up from time to time - by establishing objectives, balancing priorities and managing timelines
- Researches and implements new technologies and business processes as required
- Establishes, revises and maintains office organization and procedures to ensure efficient operation; recommends improvements
- Maintains an accurate and detailed calendar, manages and logs incoming scheduling requests, reschedules meetings, proactively communicates changes and anticipates and responds to scheduling conflicts
- Liaises with clients regarding customer inquiries and requests for information - handles inquiries in a professional, helpful manner
- Proofreads and edits documents, edits and finalizes management level presentations and documents, to ensure accuracy and clarity of content, and ensures conformity to layout and format

**Education and Experience**
- Ontario College/Post-secondary Diploma or Certificate in Office Administration, Executive Assistant or related discipline
- 5+ years in a similar role supporting executive level management
- Strong computer skills; proficient in the use of office productivity and collaboration tools - MS Office

(Excel, PowerPoint, Outlook, Word and Teams)
- Experience with managing web-based platforms (Facebook, Twitter, WordPress)
- Formalized writing experience, including Board of Directors meeting minutes
- Experience in a utility or municipal setting would be an asset
- Ability to be self-directed and able to complete projects with limited supervision
- Knowledge of Ontario Business Corporations Act, shareholder declarations, business agreements and the Employment Standards Act
- Experience organizing meetings and events for successful execution

**Competencies**
- Integrity and confidentiality - protection of information and maintaining confidentiality is paramount
- Must demonstrate a high standard of professional conduct, ethics and reliability
- Attention to detail and demonstrated ability to provide a high level of accuracy in all areas of work
- Ability to work in a fast-paced and sometimes unpredictable environment, prioritizing to meet deadlines
- Capacity to work cooperatively and remain calm while under pressure to meet deadlines
- Excellent organization, time management and prioritization skills
- High level of critical and logical thinking - is analytical, innovative and solution oriented
- Excellent oral and written communication skills, with an awareness of communication tone
- Proactive approach to problem-solving, with st