Executive Assistant

Information and Privacy Commissioner of Ontario; Toronto; Hybrid; CAD 74,000 - 103,000; Full time

Benefits offered by this job

Hybrid work model

Defined benefit pension

Comprehensive health plan

Maternity and parental leave top-up

Job summary

The Information and Privacy Commissioner of Ontario (IPC) seeks an experienced Executive Assistant to provide high-quality administrative and operational support to the Assistant Commissioner, Tribunal and Dispute Resolution Division in a fast-paced, complex environment.

You will manage calendars, coordinate priorities, prepare confidential documents, and act as a key liaison across the organization and with external partners.

Qualifications

• Experience in public sector organizations.
• Experience providing administrative support to senior management.
• Knowledge of corporate administrative policies and procedures including procurement, finance, records management and facilities management.
• Experience preparing agendas, minutes, and follow-up items for meetings.
• Advanced proficiency with Microsoft Word, Excel, PowerPoint, Outlook and Teams.
• Ability to work with minimal supervision in a politically sensitive environment.

Responsibilities

• Provide executive-level administrative support.
• Review and direct incoming correspondence and communications.
• Schedule daily appointments and arrange meetings and travel.
• Coordinate development and implementation of administrative standards for the division.
• Support divisional leadership and management team as required.
• Lead corporate-wide strategic projects and coordinate project plans.
• Prepare confidential notes and manage sensitive documents.
• Coordinate meetings, training events, and prepare agendas/minutes.

Skills

Executive support

Calendar management

Meeting coordination

Communication

Microsoft 365

Discretion

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Teams

Job description

Organization: Informationand Privacy Commissioner of Ontario

Division: Tribunaland Dispute Resolution

City: Toronto

JobTerm: 1 Permanent

Salary: $73,531to $102,803

Posting Status: Open

Do you thrive in a fast-paced, complex environment where soundjudgement, discretion and exceptional organization matter?

The Information and Privacy Commissioner of Ontario (IPC) is seeking anexperienced Executive Assistant to provide high-quality administrative andoperational support to the Assistant Commissioner, Tribunal and DisputeResolution Division.

Reporting to the Assistant Commissioner, you will support day-to-daydivisional operations, coordinate priorities and projects, and provideresponsive service to divisional Directors and the broader management team.Your communication skills, initiative, diplomacy and customer-service focus willhelp you build strong working relationships across the organization and withexternal partners.

What can I expect to do in this role?

Your primary responsibilities as an Executive Assistant will focus onperforming a variety of specialized administrative support to assist with theday-to-day management control, operations and coordination of complex projectsand/or tribunal related functions. The Executive Assistant role also supportsthe divisional Directors and broader management team as required andcoordinates all divisional administrative activities.

• Provides executive level administrativesupport. Reviews and directs incoming correspondence, phone calls, andinitiates responses.
• Manages and schedules daily appointments andactivities; arranges meetings and business travel. Organizes the daily schedulearound urgent requests.
• Co-ordinates daily administrative operation by organizing workloadpriorities. Provides effective work direction, training and guidance and actsas a resource to support staff.
• Co-ordinates the development and implementation of secretarial andadministrative standards and procedures for the division. May direct and train,on a daily basis, clerical support services on divisional processes andprocedures.
• Support divisional leadership (e.g. directors)on an as needed basis.
• Lead corporate-wide strategic projects, including working with variousstaff and departments/divisions on the coordination and execution of projectplans and reporting on projects deliverables/milestones, risks and riskmitigation strategies. This may also include supporting strategic projects andbusiness processes led by other departments/divisions.
• Working closely with other corporate ExecutiveAssistants and at times taking direction from the Executive Assistant to theCommissioner to ensure cohesion when coordinating activities across the organization.
• Responds and helps resolve issues of concernedclients seeking solutions.
• Prepares and processes documents of a confidential nature, such as notesregarding disciplinary action, contingency planning, and other divisional HumanResources matters.
• Ensures and checks the efficient and correctpreparation and processing of documents in accordance with appropriate policiesand legislation. Applies and checks layout and formatting guidelines. Proofreadsown and other's material.
• Participates in the development ofcommunication strategies and prepares and co-ordinates communications materialwithin the department/division including newsletters, bulletins and flyers.
• Co-ordinates and maintains the recordsmanagement process.
• Performs highly independent, specialized administrative tasks, includingthe preparation, research, review, reconciliation, control and co-ordination ofvarious documentation and processes.
• Use Microsoft 365 and corporate systems toprepare correspondence, reports, spreadsheets and presentation materials.
• Coordinate meetings, workshops, specialevents, catering, printing and registration; prepare agendas, take minutes,track decisions and follow up on action items.

Youwill qualify for this position by demonstrating:

• Experience in public sector organizations.
• Considerable experience providingadministrative support to senior management, handling a broad range ofadministrative matters, standard office practices and procedures.
• Knowledge of corporate administrativepolicies and procedures, including procurement, finance, informationtechnology, records management, and facilities management.
• Considerable experience in the preparationand drafting of standard correspondence and reports, editing the layout andformatting of complex reports, presentations, correspondence, charts andtables.
• Considerable experience preparing agendas,taking minutes at meetings and identifying items for follow-up.
• Advanced proficiency with Microsoft Word, Excel, PowerPoint, Outlook andTeams, and the ability to learn and use other corporate systems andremote-communication tools.
• Strong analytical and problem-solving skillsin combination with the ability to perform duties with minimal supervision in apolitically sensitive environment, using sound judgement and discretionincluding handling of confidential materials and information.
• Ability to implement effective administrativework procedures and maintain an organized office in a fast-paced and complexexecutive office.
• Excellent organizational and time managementskills, including attention to detail, ability to set priorities, meetdeadlines and work effectively with minimal supervision, assess situations todetermine importance, urgency and risks, and make clear decisions or deal withconflicting priorities and work demands.
• Highly developed customer service andinterpersonal skills. Ability to deliver excellent customer service at alllevels and with external partners and stakeholders.
• Excellent communication skills, both orallyand in writing.
• Must be resourceful, adaptable and possess ahigh degree of initiative.
• Ability to provide work direction to othersupport staff.
• Ability to research and prepare informationin a timely manner.

AssetQualifications

• Having the ability to communicate (orally andin writing) in French is an asset.
• Experience/professional designation as a lawclerk or paralegal is considered an asset.
• Experience with adjudicative, judicial, orquasi-judicial institutions is considered an asset.

What’s in itfor you?

• A modern organizationwith a flexible hybrid work model with in-office attendance at a minimum of 6 -10days per month.
• Commitment to continuous learning anddevelopmental opportunities for all its employees.
• Work with an innovative and high performingorganization committed to creating a positive organizational culture and highlydedicated to its mission of advancing the privacy and access rights ofOntarians.
• A defined benefitpension plan, comprehensive health plan, and Life and Disability Insurance.
• Maternity and parental leave top-up benefits.

Additional Information:

Address:2 Bloor St E, Toronto,Toronto Region

Compensation Group:Excluded

Commitment to diversity, inclusion, accessibility, and anti-racism: We are committed to building aworkforce that reflects the communities we serve and promoting a diverse,anti-racist, inclusive, accessible, merit-based, respectful and equitableworkplace.

Our hiringprocess is accessible, consistent with Ontario's Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005. We are working to prevent and remove barriers in our hiring processesand can offer accommodation to address specific needs related to Code-protectedgrounds such as disability, family status and religion. For more informationabout accommodation during the hiring process please contact us .

and encourage applications from people withdisabilities, Indigenous, Black, and racialized individuals, as well as peoplefrom a diversity of ethnic and cultural origins, sexual orientations, genderidentities and expressions.

We also believe in the importance of providing servicesto Ontarians in both official languages, and encourage interested bilingualcandidates to apply particularly for public facing positions.

Notes:

OPS & IPC Reciprocal Staffing Agreement:

The IPC has aReciprocal Staffing Agreement with the Ontario Public Service (OPS) thatenables employees to accept positions in either organization while retainingtheir access to benefits, pension contributions, and years of service.

Qualified List Information:

A list ofqualified candidates will be established for the Executive Assistant positionin the Information and Privacy Commissioner of Ontario (IPC) and will be ineffect for twelve (12) months from the date the list is created. Qualifiedcandidates on the list may be considered when filling future permanent and/or temporary vacancies in this position.

This posting is for an organization that is separatefrom the Ontario Public Service. The information and tips on the Ontario PublicService Careers website may not apply to this posting. Please use the contactinformation below to contact the IPC directly if you have any questions aboutthis position.