Senior Administrative Assistant

Position Title:

Senior Administrative Assistant

Division:

Transaction Structuring

Department:

Business Strategy & Communications

ReportsTo:

SVP, Business Strategy & Communications

Position Purpose

To provide administrative support including: general tasks and assignments, management of executive’s calendar, meeting coordination, office organization, document preparation and management, daily / weekly / monthly reports, organizing seminars, monitoring budgets and approvals. The position will report to the SVP Business Strategy and Communications and also provide special assistance to the SVP Transaction Finance.

Key Function and Responsibilities

1. Calendar Management and Administration for the SVP

  • Responsible for managing the SVP's calendar.
  • Generally, work two weeks ahead in the SVP's calendar, anticipating potential scheduling conflicts, re-scheduling meetings based on understanding the SVP's priorities, and otherwise proactively managing his/her calendar.
  • Independent work with good judgment about priorities, conflicts and logistics is very important, in order to organize priorities within the team and across IO.
  • Serve as the first point of contact for the SVP with external contacts, sometimes assisting them directly and other times connecting them with the SVP and/or another team member.
  • Establish a system for action items that is independently maintained, and which the SVP uses to follow up on tasks.
  • Prepare expense reports for the SVP and/or other team members in accordance with company policy and procedures.
  • Keep track of departmental or divisional procurement activities (e.g. PCARs, Purchase Orders, etc.) and follow up on own initiative.
  • Ensure invoices are valid and are routed properly through the approval process in accordance with IO's Delegation of Authorities (DOA).
  • Responsible for working with IT and/or other groups to effectively onboard and off-board new and departing employees for the team.
  • Primarily responsible for orienting new team members.
  • Responsible for the SVP's participation on the Ontario Construction Secretariat Board of Directors.

 

2. Coordination for the SVP and Team

  • Arrange meetings and required materials involving internal stakeholders within IO and the government including counterparts in MOI, Ministers' offices and Cabinet office, as directed by the SVP.
  • Arrange meetings and required materials involving external stakeholders such as industry meetings, market soundings or other stakeholder engagements, as directed by the SVP.
  • Organize regular meetings and required materials for the SVP with direct reports, as well as monthly team meetings.
  • Coordinate with the office of the Chief Commercial Officer,  General Counsel and Corporate Secretary regarding bilateral and issue-specific meetings for the SVP.
  • On a typical basis, ensure that audio-visual or other equipment is available and operational, ensure hospitality arrangements are made as required, and/or book external venues as needed.
  • Support the management group in Business Strategy and Communications with organization, logistics, planning, required materials and administration, as directed by the SVP.

 

3. Preparation of Written Reports and Presentations

  • Responsible for researching, organizing and distributing daily media clippings to staff in a time-sensitive manner.
  • Responsible for preparing and maintaining quality control of the weekly communications calendar which is used by the Communications team with the Ministry and Minister's Office.
  • Responsible for the Business Strategy and Communications Quarterly Work Plan Priorities Chart and Quarterly Report, with direction from the SVP.
  • Responsible for document management for the SVP and assisting the team with a systematic approach to records management.
  • Typically prepare the first draft of relatively routine presentations, reports, and/or background documents for the SVP.
  • Responsible for ensuring documents within the team reflect current IO templates and standards, and that they are free of spelling, grammar, or (reasonably) factual errors.

 

4. Other Internal Communications and Operational Priorities

  • Create content and publish materials on the Intranet, with direction from the Director, Corporate Marketing and Communications Services or his/her designate.
  • Create content and publish the Headlines bi-weekly newsletter with direction from the Director, Corporate Marketing and Communications Services or his/her designate.
  • Contribute to logistics planning for corporate events such as the All Staff Meeting and IO Gives Back initiatives.
  • Coordinate the Business Strategy and Communications team strategic planning retreat.

5. Travel

  • On occasion, make travel arrangements and manage travel itineraries for the SVP.
  • Organize, submit and monitor travel expense forms for the SVP.

Qualifications

Education and Knowledge

  • Post secondary diploma in Business Administration or equivalent.
  • Knowledge of IO and all of its business units.
  • Knowledge of communications, media relations, marketing and strategic planning is an asset.
  • Sound knowledge of French language, oral and written would be an asset

Experience

  • A minimum of 3 years of working in an administrative position supporting executives and their teams.
  • Experience working with a diverse portfolio of functions in a corporate setting.

Skills and Personal Attributes

  • Exceptional time management, organization, and prioritizations skills.
  • Ability to work with limited guidance and formal structures in a complex, fast-paced environment.
  • High level of professionalism and ability to handle sensitive and confidential information.
  • Ability to synthesize and present information in a clear and concise manner.
  • Strong interpersonal, communication, and facilitation/negotiation skills with the ability to influence others.
  • Excellent written communication skills.
  • Excellent with Microsoft Office suite of products including Word, Excel, PowerPoint.