Executive Assistant

Our office is currently recruiting an Executive Assistant. This individual will assume a senior role in the office of MPP Dr. Adil Shamji, providing direct support to the Member while executing his strategic priorities and providing leadership to the teams at Queen's Park and in the Constituency Office.

Dr. Shamji serves as the Member of Provincial Parliament for Don Valley East and also Chief Whip of the Ontario Liberal Caucus. In addition to his responsibilities as Whip, MPP Shamji is responsible for some of the most challenging and pressing critic portfolios in Ontario spanning healthcare, housing and Indigenous issues.

The successful applicant will be responsible for advising and supporting the member to help achieve maximum performance. They will guide the combined activities of all team members to achieve the Member's objectives through coordinated, collective action – in short, acting as a force multiplier.

The work requires a candidate who can work quickly in a high stakes, high pressure environment and is willing to go above and beyond to improve society. Expect that the team's efforts will achieve local, provincial and national impact, therefore requiring an individual who can inspire the team to achieve their full potential. Discretion and integrity are essential given the sensitivity of the work involved.

What attributes make a successful candidate?

The ideal candidate has superior judgment, strong leadership skills, and an ability to think several steps ahead.
Strong organizational abilities are paramount
. They will be fair but fierce in assisting MPP Shamji with his opposition work, with a bias towards taking
thoughtful
action instead of prolonged deliberation.

The Executive Assistant should exemplify the following attributes:

·     Compassionate leadership

·     Ability to break down complex tasks, delegate, and deliver on time

·     Employ a variety of techniques to maximize team performance

·     Political acumen, capable of finding opportunities where others may not

·     Reputation for overdelivering

·     Seek out and provide constructive feedback in a non-judgmental and supportive manner

·     Humility - reflecting an awareness that knowledge can change, individuals can make mistakes, and that we serve the public at all times

·     Highest levels of integrity

The ideal candidate demonstrates an understanding of the importance of both legislative and constituency work, and is ready to optimize operations in both settings. The successful candidate is therefore as motivated to address casework as policy work.

Key Responsibilities

The below-mentioned tasks represent key activities and deliverables for which the successful applicant will assume responsibility. It is understood that the EA will delegate but oversee and provide guidance on these tasks where appropriate.

Supervise and assume responsibility for the Member's overall affairs:

• Together with the Member and with input from all staff, develop goals, values and strategy while ensuring that operations are consistent with these objectives
• Assign duties, assignments and staffing rotations for events and stakeholder meetings while balancing workload
• Assist with human resources including recruiting, onboarding, problem-solving, and inspire high morale/productivity
• Oversee the Global Office Budget by monitoring monthly financial reports, and assisting the Member with projections for the fiscal year

Working with constituency staff, monitor constituency operations to ensure:

• Casework completed to a high standard, prioritizing timeliness, satisfactory resolution, and a strong client-focused brand
• Strong community relations by identifying and liaising with stakeholders to foster constructive two-way communication
• Strong reputation and consistent representation in the community at important events with necessary support/staffing
• Swift resolution or escalation of issues/problems
• Professional communication products that are scheduled and delivered to a high standard (newsletter, householders, calendar, cards, etc)

Working with legislative staff, monitor legislative operations to ensure:

• Support and products for Member's legislative responsibilities are in place (e.g. briefings, remarks, analyses, etc)
• Resources are available for Member to support stakeholder relations, critic work and responsibilities as Chief Whip
• Maximum parliamentary impact exploiting a variety of modalities including debate/question period, petitions, legislation, press conferences, etc.
• Collaboration with stakeholders, legal counsel, caucus and others to facilitate legislative priorities

Member Operations

• Provide strategic advice and recommendations to Member on policy/community issues
• Ensure Member's legislative and constituency calendars are fully scheduled and up to date, with appropriate support and briefings in place
• Oversee the Member's calendar and coordinate schedule for meetings, speaking engagements, community and other events
• Assist with Member correspondence and logistics to execute professional functions (e.g. travel)
• Submit expense and travel claims on behalf of the member
• Undertake other responsibilities as required

Qualifications

Candidates from a wide variety of backgrounds and education levels are encouraged to apply so long as they can demonstrate a proven track record of leadership, professionalism, judgment and political acumen.

Candidates do not need to have experience in all domains to be successful in the recruiting process but must demonstrate an interest and aptitude for growing.

Please note that work is in-person and divided between the Member's two offices at Queen's Park and in the constituency riding of Don Valley East depending upon whether the Legislature is in session.

Process

Please submit a curriculum vitae and cover letter that outlines your suitability and relevant

training or experience for the position. Applications will be reviewed on a rolling basis and

interested candidates are therefore encouraged to apply early. All submissions
must
include the code DVEAE803 in the subject line.

Candidates may submit their application or make further inquiries by emailing Applications will be reviewed and contacted on a rolling basis effective immediately until a candidate is selected.

Candidates from a diversity of backgrounds – including immigrant, refugee, Indigenous, Black, racialized, and LGBTQ2S+, amongst others – are welcome and encouraged to apply. Furthermore, our office is committed to creating accessible environments. If you have accommodation needs and require communication supports or alternate formats at any stage of this process, please let us know.