Executive Assistant

WORK ILLUSTRATION:
Reporting to multiple senior level Executive(s) of a business unit or corporate function, the incumbent supports the day-to-day administrative operations for the Executive’s office(s), to guarantee it is run efficiently, productively and professionally; fostering a productive and organized work environment. This includes enabling the execution of complex meeting structures related to the Executive management system, including the proactive calendar management, planning and execution, document and report preparation/delivery on time, internal/external/Board of Directors meeting preparation and follow-up, management and execution of administrative policies and procedures, expense account management and reporting, correspondence, customer and/or issues escalation management and response to internal and external customer/client inquires, and general office administration. The incumbent maintains high standards of confidentiality, guaranteeing secure handling of sensitive information.
The incumbent is expected to behave ethically and follow the established code of business conduct, policies and internal control procedures, laws and regulations governing Toronto Hydro.
Toronto Hydro has implemented a mandatory vaccination requirement for all its employees. Proof of full vaccination will be required upon receiving a conditional offer of employment.  Toronto Hydro will provide reasonable accommodation to individuals who cannot be vaccinated due to disability or any other ground protected by the Ontario Human Rights Code.
 
 KEY RESPONSIBILITIES:        
            
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-Proactively supports the coordination and implementation of complex meeting structures to confirm the right information is available at the right time, with the right people to facilitate Executive decision-making. This includes proactive calendaring to guarantee Executive is prepared, available and on time for appointments and meetings (including Board meetings) and all documentation including agenda creation, document distribution etc.
-Schedules well-coordinated and cost-effective meetings/events and travel arrangements, coordinates and arranges meeting locations, equipment, and/or catering, and conducts any post-meeting/event follow-up that is required to guarantee timely and organized scheduling, minimizing conflicts and optimizing the Executive’s time. 
-Prioritizes tasks and deadlines, confirming that key objectives and timelines are met contributing to productive outcomes.
-Coordinates the consolidation and organization of all required documents, reports and materials in preparation for internal and external meetings and appointments, including Board of Directors meetings. 
-Confirms documentation is available/prepared for meetings (internal, external and Board meetings), based on required timelines for delivery, with accuracy and quality while maintaining confidentiality as necessary, and confirms any action items are completed.
-Liaises with business unit senior management team to provide updates and information to Executive(s) to support the achievement of business unit goals and results.
-Prepares documents, reports, presentations or other materials for the Executive in an accurate, professionally formatted, high quality and timely manner, in alignment with corporate branding guidelines. 
-Manages incoming correspondence (e.g. mail, email, voice mail) to Executive office by prioritizing, redirecting or responding based on a thorough understanding of the business unit functions, operating processes and practices and organizational policies and procedures to guarantee a smooth communication flow, with timely responses and accurate relay of information. 
-Manages customer escalations and issues management reporting for Executive for quick identification and resolution of challenges, minimizing disruptions.
-Liaises and collaborates with multiple internal and external stakeholders to resolve incoming issues and requests. 
-Summarizes Executive Expenses in accordance with Corporate policies and procedures.  Reviews, reconciles and executes administrative processes and procedures, in accordance with Corporate policies, guidelines and procedures optimizing efficiency and cost – effectiveness.
-Conducts general office administrative duties to guarantee professional nature of the executive floor maintained.
-Proactively addresses issues, troubleshoots challenges and finds solutions to streamline workflow for office management.
REQUIREMENTS:   
             
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-Undergraduate degree or college diploma in office administrative management, finance, business or related area.
-Seven (7) to ten (10) years of administrative experience, with five (5) or more years of experience with Executive level administrative support required.
-Strong technology acumen with a focus on MS Office Suite, calendar management and other IT related tools. Experience with Diligent Board Books would be considered an asset.
-Exceptional written and verbal communication skills.
-Functional/industry experience is preferred.
-Adaptable and flexible, with the ability to work in a fast-paced environment, multi task and interact with senior/executive level clients/customers.
-Superior organizational, planning and time management and prioritization skills.
-Excellent interpersonal skills demonstrating professionalism and high-quality customer service.
-Demonstrated self-motivation, creativity, resourcefulness, and the ability to solve problems independently.
-Detail oriented – ensures work is completed with minimal errors.                 
Toronto Hydro has introduced a Hybrid Work Arrangement. This position allows for remote work up to three days per week, based on business needs.  Employees will be required to come onsite on those days when they are involved in activities that they or their leader feel are better conducted in person. You are expected to live in Ontario and within reasonable commuting distance of the office. #LI-Hybrid