Executive Assistant – Senior Leadership Team

O.c.s.w.s.s.w; Toronto; Hybrid; CAD 79,315 - 85,410; Full time

Benefits offered by this job

Hybrid work model

Downtown Toronto office

Health benefits package

Professional development

Job summary

Ontario College of Social Workers and Social Service Workers in Toronto, ON is hiring an Executive Assistant to the Senior Leadership Team. This full-time role provides administrative, operational and coordination support to the SLT, manages schedules, meetings and events, and supports governance activities.

You will liaise with leadership, vendors and service providers, handle invoices, assist with budgets and contribute to organizational reporting.

Qualifications

• Post-Secondary Diploma in business, administration or equivalent.
• Minimum 5 years’ recent relevant experience reporting directly to the C-suite; regulatory or legal setting preferred.
• Experience coordinating office operations, facilities, vendors, meetings and events.

Responsibilities

• Coordinate priorities and prepare reports, presentations and briefing documents for the SLT.
• Arrange and execute internal and external meetings and events with full logistical support.
• Manage vendor relationships, service agreements and issues resolution to maintain service standards.
• Monitor and process invoices across departments for Finance.
• Support emergency preparedness and business continuity planning.
• Assist with special projects including policy documents and environmental scans.

Skills

Budget management

Vendor management

Communication skills

Time management

Microsoft 365

Education

Post-Secondary Diploma in business/administration or equivalent

Job description

Full Time Office of Registrar OCSWSSW, Toronto, ON, CA

3 days ago Requisition ID: 1041

Salary Range: $79,315.00 To $85,410.00 Annually

With over 34,000 registrants, the Ontario College of Social Workers and Social Service Workers ("the College") is the regulatory body for social workers and social service workers in Ontario. Our mandate is to serve and protect the public interest through self-regulation of the professions.

Are you interested in joining a dynamic team dedicated to protecting the public and promoting ethical and professional practice? Are you a highly motivated professional looking for a challenge? Take the next step in your career with us.

The Role: Executive Assistant – Senior Leadership Team

The Executive Assistant to the Senior Leadership Team (SLT) contributes to the College’s public protection mandate by providing comprehensive administrative, operational and coordination support to the SLT, for the effective and efficient delivery of organizational priorities. The Executive Assistant is responsible for coordinating schedules, meetings and events, compiling and preparing correspondence and briefing materials, tracking leadership initiatives and supporting organizational reporting and governance activities. In addition to managing SLT priorities, the Executive Assistant provides support for workplace operations management and acts as a central point of coordination between leadership, vendors and service providers. This role is a new position.

Specific Duties and Responsibilities:

What you will be doing in the role:

• Coordinate priorities and prepare, reports, presentations and briefing documents for the SLT and track action items with accuracy, completeness and alignment with organizational priorities and deadlines.


• Arrange and execute internal and external meetings and special events on behalf of the SLT, managing all logistical requirements including scheduling, facilities, catering and technical requirements for a professional and seamless experience.


• Manage various vendor relationships, service agreements and issues resolution to maintain established service standards.


• Monitor, review and process incoming invoices requiring review and signature across all departments, ensuring accuracy prior to submission to Finance.


• Support emergency preparedness activities and business continuity planning.


• Assist with special projects and strategic initiatives including environmental scans, research, data gathering and preparation of initial drafts and policy documents.


• Maintain accurate records, policies, procedures and confidential documentation in adherence to organizational governance, privacy and records management requirements.


• Continually identify opportunities to improve the effectiveness and efficiency of administrative processes and procedures, implementing improvements.


• Provide support to other functions of the College and any other duties that may be reasonably assigned.

What you will bring to the role:

• Post-Secondary Diploma in business, administration or equivalent.


• Minimum 5 years’ recent relevant experience reporting directly to the C-suite. Experience in a regulatory or legal setting would be an asset.


• Demonstrated experience coordinating office operations, facilities services, vendors, meetings and events.


• Self-motivation and solid project coordination and organizational skills to manage workload, deal effectively with multiple demands and maintain composure while progressing toward desired outcomes efficiently and effectively.


• Experience managing budgets, invoices, procurement processes and service contracts is an asset.


• Excellent written, verbal and interpersonal skills with a demonstrated ability to build trust and relationships with internal and external partners and groups.


• Demonstrated sound judgment, high degree of sensitivity and discretion to maintain the confidentiality of sensitive material and information.


• Excellent time management, organizational and anticipatory skills to multi-task and manage multiple competing priorities, and a commitment to continuous learning.


• Diplomacy and tact when dealing with individuals on behalf of the College; proven ability to establish and maintain effective working relationships with all internal and external key groups.


• Technologically savvy with the ability to leverage technological tools to enhance process efficiency and build reports as necessary, proficient with Microsoft 365 Suite (Outlook, Word, Power Point, Excel, Power BI, MS Teams).

Our Core Values:

Ethical: Behaving in a manner that is equitable, inclusive, respectful, kind and upholds the dignity of all individuals.

Accountable: Serving and protecting the public by remaining responsible, responsive and transparent.

Effective: Conducting and providing service in a timely, efficient and impactful manner.

Community-centred: Collaborating with diverse perspectives, interests, and identities to ensure voices are heard, valued, included, and respected.

What we offer:

• The position is a full-time, permanent position.


• Target salary hiring range is $79,315 – $85,410.


• Downtown Toronto office (accessible on both Line 1 and Line 2 of the TTC).


• Supportive work-life flexibility and a hybrid work model. This role is required to be in the office 2 to 3 days per week, or more as needed for operational requirements.


• An additional week of paid time off as the College closes between December 25th and January 1st and early office closure on the Friday before a public holiday.


• Competitive benefits package including vision care, dental care, extended health care, enhanced coverage for mental health practitioners, parental leave top-ups and a generous Health Care Spending Account.


• Investing in your professional growth through courses, conferences, cross departmental projects and collaboration.


• The opportunity to be part of an amazing team doing important work!

While all responses are appreciated and will be handled with the strictest confidence, only those being considered for interviews will be contacted.

Ontario College of Social Workers and Social Service Workers values transparency and fairness in recruitment. While our system (ADP Workforce Now) includes AI-powered features, we do not use AI to screen, assess, or select applicants. Our recruitment team reviews and assesses at every stage for all final hiring decisions.

The College strives to be diverse, inclusive, fair and equitable and to create an accessible, barrier-free workplace.

If you require Code-protected accommodation at any time during the recruitment process or if you are unable to apply to this position due to a requirement, email us at [e-mail] with subject line "Executive Assistant, SLT" or call 877-828-9380 x207.