Executive Administrative Assistant Contract Job
Administrative Jobs PickeringJob Details
Status: Contract (24-months)
Working Conditions: On-Site
Education Level: Post secondary diploma/degree in Business Administration, Communications, or a related field preferred.
Base Location: Pickering, ON
Shifts(s): Days
Travel: None
Deadline to Apply: September 17, 2024
Salary Range: $54,000.00 - $82,000.00 Per Year
Ontario Power Generation (OPG) is looking for a dynamic, strategic and results-driven professional to join our team in the role of Executive Administrative Assistant located in Pickering, Ontario.
Reporting to the VP, Major Projects, the Executive Administrative Assistant is accountable for performing secretarial and administrative support services relating to the overall administrative operations.
This is an exciting opportunity to work in an environment where you will contribute to OPG’s public outreach, engagement and education efforts as part of the company’s commitment to growing its social license.
KEY ACCOUNTABILITIES
- Prepare and manage the administration of correspondence covering a broad array of subject matter including reports and statistical data, labour relations material including bargaining agenda material, grievances and arbitrations, submissions for approval, response to criticisms and complaints and general administration.
- Schedule and make all necessary arrangements for meetings and conferences such as the preparation and distribution of agenda and handouts, acquiring of meeting room, accommodation, notification of participants, arranging for audiovisual or other equipment, preparing and issuing meeting notices, typing of minutes of the meeting covering numerous items such as labour relations, negotiations, organization structure, staffing etc.
- Make all necessary travel and accommodation arrangements for Supervisor and staff, following appropriate travel policies, including obtaining appropriate approvals for out of province and out of country travel.
- Participate with Supervisor in the setting of priorities and the scheduling of his/her work projects and activities, advising relative to status of current work, target dates, scheduled action/meetings etc., and other related demands on Supervisor's time.
- Establish and maintain physical and electronic records for exclusive use of the Supervisor. Manually, file materials in accordance with a prescribed filing system assigning location codes; extract files or file content upon request of Supervisor and maintain record of removed files, etc.
- Receive and process information from others in the form of periodic routine reports, administrative forms or other routine format covering a broad array of subject matter such as time reporting, work project control, personnel/labour relations activities, budget feedback, performance/disciplinary matters or reviews, vacation requests etc. Consolidate, compile, prepare required forms, summaries etc. and/or take required routine actions to implement results.
- Prepare schedules for the receipt of important approval documents to fit in with schedule of Board meetings, Executive Office meetings, Supervisor's schedule etc. and oversee the flow of approval documents through the process.
- Perform a liaison function between Supervisor and others to pass along Supervisor's instructions to staff/clients, etc., to provide advice as to Supervisor's expectations, to expedite work as necessary to achieve deadlines, and to maintain continuity of objectives and practices across organizational lines. Perform liaison services with various Corporate groups such as, those involved in budget preparation and control, performance pay, records management, etc., attending meetings and providing feedback to Supervisor and/or staff regarding requirements or changes to requirements.
- Arrange for the provision of relief when on vacation or during other types of prolonged absence and for periodic assistance to deal with high workload situations.
- Other Duties as Required
EDUCATION
- Post secondary diploma/degree in Business Administration, Communications, or a related field preferred.
QUALIFICATIONS
- Minimum of 3-5 years of experience in an administrative assistant or executive administrative assistant role supporting senior-level management
- Excellent communication and interpersonal skills
- Strong proficiency with Microsoft Office suite, including Excel, Word, and PowerPoint
- Strong organizational skills and attention to detail
- Ability to work independently and handle multiple priorities with strong time management skills
- Ability to maintain strict confidentiality and handle sensitive information with professionalism and discretion
The successful candidate will exhibit uncompromising integrity and commitment to upholding corporate values, and the OPG Code of Business Conduct.
What Makes a Career at OPG Different?
As Ontario’s largest clean energy generator, we’re building, expanding, and innovating the equipment and technology that keeps Ontario powered with clean, reliable energy.
At OPG, our values are our strengths. They are fundamental truths about our organization that don’t change:
Safety – it’s our business
Integrity – always lead with integrity
Excellence – never satisfied with good enough
Inclusion – working together for powerful outcomes
Innovation - creativity accelerates possibility
Here's why OPG might just be the ideal workplace for you:
• Exceptional range of opportunities province-wide
• Long-term career growth and development opportunities
• Electricity is vital to the province and OPG’s clean electricity is helping decarbonize other sectors.
Our promise to you:
• We care about the safety and the well-being of our employees. It is our utmost priority.
• A supportive work environment where you can be your best every day.
• Opportunities to stretch and develop.
• Offer different ways for you to give back to communities where we operate.
• Partner with Indigenous communities and support local businesses.
• We support employment equity, diversity and inclusion.
Are you ready to start a career that has the power to electrify life on and off the job? Apply now.
