Infrastructure Ontario Looking for Executive Assistant at Toronto, Ontario, Canada Full Time

IO’s Development Enterprise Team engages new partners in new types of partnerships to promote the development and strategic management of publicly-owned assets. The team develops commercial solutions, executes procurements, and manages assets across new asset classes and infrastructure sectors, including subways, transit-oriented development, and long-term care facilities.

We are looking for an Executive Assistant to provide high level administrative support to the Chief Development Officer (CDO) and corresponding team. You will be responsible for providing day-to-day administrative support including managing calendars, meetings, expenses, events, presentations, travel, correspondence, and group/departmental initiatives.

What you will do:

• Manage calendars on behalf of executives and team, working with other departments to coordinate meeting booking.
• Ensure team members are prepared for all meetings and carry forward action items
• Serve as the point of contact with external partners, assistants, vendors, and other stakeholders to schedule meetings or events.
• Collaborate closely with other executive assistants and teams to increase efficiencies and provide overall departmental support
• Handle highly sensitive and confidential matters relating to the daily activity of the department and/or organization
• Prepare expense reports in accordance with company policy and procedures
• Ensure recruiting requests, Learning & Development requests, Conference requests, and Membership Fee requests for the group / team / department are aligned to IO’s policy and procedures and are routed correctly and efficiently for approvals in accordance with IO’s DOA
• Make travel arrangements and manage travel itineraries
• Arrange meetings and events which normally involve external stakeholders from multiple organizations
• 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
• Normally print out / prepare whatever documents the CDO requires for a meeting for him/ her in advance of the meeting date
• Ensure technology and materials are in place to seamlessly accommodate virtual/ hybrid format meetings
• Responsible for document management for our team and this is a significant and highly complex part of the job
• Typically prepare the first draft of relatively routine internal correspondence for CDO (e.g. emails)
• Responsible for ensuring documents within our team reflect current IO templates and standards
• Assist in coordination of submissions for the department to appropriate Board Committee meetings. Responsible for preparing agendas, collecting and distributing materials and recording minutes
• Coordinate agenda items for the department meetings
• Prepare monthly updates for the department initiatives
• Coordinate all performance evaluation forms for the department

What we are looking for:

• Post-secondary diploma in Business Administration or an equivalent combination of skills, knowledge and experience.
• A few years of working within an administrative position supporting executives and their teams, ideally in a government setting
• Experience working with a diverse portfolio of functions in a corporate setting
• Exceptional time management, organization, and prioritization 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
• Exceptional with Microsoft Office suite of products including Word, Excel, PowerPoint

What’s in it for you

• A defined contribution pension plan, where IO contributes the equivalent of 5% of a full-time employee’s annual salary, with an option for IO to match an additional 2.5% contribution made by the employee. IO also offers a Group Retirement Savings Plan and Group Tax Free Savings Account, designed to help IO colleagues plan and save for their future
• A comprehensive package that covers health, dental, vision, out-of-country care, paramedical services, and more
• A pregnancy and parental leave program that offers expecting, eligible employees a top-up to 93% of their annual base salary for 31 weeks, and our parental leave program offers eligible employees a top-up to 93% of their annual base salary for 15 weeks
• Access to our Healthcare Spending Account to top up expenses not covered in the benefits program and a Lifestyle Account that expands the eligibility of health and wellness options and can include coverage for gym memberships and fitness equipment, nutrition counselling or financial planning
• $500 annual Healthcare Spending Account or Lifestyle Account
• Support for professional development opportunities for all colleagues through a broad learning program that includes both workshops and virtual learning. IO will also cover the costs associated with up to two membership and licence fees per year for eligible colleagues if directly related to the employee’s role
• Access to a suite of virtual healthcare options to support non-urgent medical needs
• A convenient, central location at 1 Dundas St West, easily accessible by public transit

This posting will close on Tuesday, June 20, 2023 at 11:59 PM.

The salary range for this position is $67,100 to $100,700 with a corresponding job level of S4.

Interviews will be conducted on a rolling basis until the position is filled.

At Infrastructure Ontario, we strive to create a culture that encourages a diverse equitable and inclusive environment that fosters belonging. We believe that experience comes in many forms and through learning from each others’ differences and perspectives gives us strength. We are committed to enhancing our culture and encourage applications from all walks of life. Let us know if you require any accommodations for the selection process, by contacting the Talent Acquisition Team.

By submitting your application you are granting Infrastructure Ontario permission to process your personal data during the recruitment process and for keeping records of the process. Infrastructure Ontario may share your personal data internally to appropriate persons involved in the recruitment process and to third parties where there is an administrative or lawful basis for doing so. Provided that Infrastructure Ontario does not have any lawful reason to continue processing your personal data, you may make a formal request to rectify, erase or restrict (the processing of) your personal data.

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