Executive Assistant (Temporary - 12 Months)

Hydro Ottawa; Ottawa; Hybrid; CAD 70,000 - 110,000; Full time

Benefits offered by this job

Hybrid Work Model

Job summary

Hydro Ottawa is seeking an Executive Assistant to support the Executive Vice President, Finance and Chief Financial Officer. You will manage the executive schedule, coordinate with internal and external stakeholders, provide support, work on operations projects and manage procurement for the Finance division.

Additional responsibilities include reviewing and prioritizing emails, requests for meetings, expense reports, and liaising with the Executive Management Team while ensuring secure handling

Qualifications

• Experience supporting an executive or director level office.
• Ability to work in a fast-paced environment with tight deadlines.
• High level of detail orientation and excellent grammar.
• Working knowledge of Workday and JD Edwards is an asset.

Responsibilities

• Analyze and prioritize email and meeting requests for the EVP Finance and CFO.
• Maintain an accurate calendar, reschedule meetings, and communicate changes.
• Plan meetings and events, including travel, logistics, and catering where needed.
• Enter purchase requisitions, process purchase orders, and assist with procurement.
• Prepare routine responses and maintain confidential document management.

Skills

Executive support

Calendar management

Procurement

Document management

Budget monitoring

Education

Post-secondary education in Office Administration

Tools

Workday

JD Edwards

Google Workspace

Job description

At Hydro Ottawa, we empower the lives of the people in the communities we serve.

As the electricity distributor to the Nation’s Capital, our work powers all the essential activities that make up our lives - at home, at work and at play. And as Ontario’s largest municipally-owned producer of green power, we are leading the way to a greener tomorrow.

We are looking for trailblazers and innovators to join us as we build an energy future that will keep our City and our planet green for generations to come.

Are you ready to make a difference in our community?

JOB SUMMARY

The Executive Assistant provides executive-level support to the Executive Vice President, Finance and Chief Financial Officer. The primary responsibilities are to manage the executive schedule, coordinate with internal and external stakeholders, provide support, work on operations related projects and manage procurement for the Finance division. Additional responsibilities include reviewing and prioritizing and answering e-mail, requests for meetings, expense reports, phone calls and other items based on strategic and daily priorities, liaising with other members of the Executive Management Team and senior executives from other organizations, providing support / coverage to other Executive Assistants, establishing and maintaining document management systems, and actioning or responding to routine items on the Executive Management Team members behalf.

The Finance Division encompasses key corporate functions including Regulatory Affairs, Financial Reporting, Corporate Financial Planning Analysis, Accounting, Treasury, and Strategic Sourcing Logistics.

MAJOR RESPONSIBILITIES

• Analyze incoming mail and correspondence for distribution/action by appropriate staff, initiating action on routine or procedural matters.
• Establish, revise and maintain office organization and procedures to ensure efficient operation and recommend improvements.
• Track tasks and projects to ensure appropriate prioritization of projects with respect to deadlines and organizational developments.
• Assess the nature and sensitivity of verbal and written requests, and take appropriate action.
• Maintain an accurate and detailed calendar, manage and log incoming scheduling requests, reschedule meetings, proactively communicate changes, and anticipate and respond to scheduling conflicts.
• Plan meetings and events as required, including catering and logistics. May include itinerary planning, travel, and overnight accommodation including negotiating corporate rates, and assisting facilitators in preparatory plans
• Prepare routine responses for signature, researching and collecting relevant documentation regarding more complex responses.
• Maintain the security of highly sensitive and confidential matters.
• Liaise with the internal team, providing support where necessary.
• Undertake special assignments as requested.
• Adopt and champion new technologies and business processes as required.
• Perform Recording Secretary functions including scheduling meetings, drafting and distributing agendas, recording minutes, and following up on action items.
• Prepare specialized reports and provide options/recommendations as required.
• Enter purchase requisitions, process purchase orders and assist with procurement of software and services through ERP system, supporting operational needs.
• Execute administrative processes and procedures (e.g. travel expenses, vacation, meeting room preparation) in accordance with Corporate policies, guidelines and procedures.
• Monitor budget and work orders, and reconcile invoices.
• Process and record a variety of agreements and contracts.
• Liaise with consultants retained. Schedule meetings, process invoices for payment.
• Field general questions and concerns raised by staff including fellow Executive Assistants pertaining to policies / procedures.
• Assist with divisional policy administration and updates.
• Coordinate format, and assemble critical documentation and reports for the Board of Directors and quarterly committee meetings.
• Ensure consistent and efficient interaction with others across the organization.
• Review and edit documents.
• Track and reconcile monthly cash expenses and credit card statement and complete and submit reports in a timely manner.
• Perform other related duties as required.

EDUCATION AND EXPERIENCE

• Post-secondary education in a related field, preferably Office Administration
• Several years’ experience managing the administration of an Executive or Director level office
• Several years’ progressively responsible secretarial experience
• Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements
• Ability to work in a fast-paced and sometimes unpredictable environment; works well under pressure and tight deadlines
• Advanced grammar and a high level of detail orientation is essential
• Working knowledge of Workday and JD Edwards considered an asset
• Strong computer skills; proficient in the use of office productivity and collaboration tools, preferably Google Workspace

ADDITIONAL REQUIREMENTS

• English essential, both oral and written; Bilingual (English/French) considered an asset

This is a management group opportunity and salary will be commensurate with qualifications.

Hydro Ottawa offers a Hybrid Work Model. Hybrid work is position specific, details of the hybrid model will be discussed with successful candidates.

Hydro Ottawa may use artificial intelligence (“AI”) during the recruitment process to aid in the screening and selection of candidates.