Executive Assistant Full Time

Build your future at Ontario One Call!

Company Overview:
Ontario One Call acts as the communications link between buried infrastructure owners (our members) and individuals who are planning to dig in the province of Ontario. In 2012, the Ontario Underground Infrastructure Notification System Act was passed, which stipulates that by law, anyone in the province of Ontario must contact Ontario One Call before they dig. In addition to our contact centre, we are also responsible for public education, industry outreach, and compliance.

As a Public Safety Authority, Ontario One Call is focused on guiding construction, infrastructure and excavation industries towards creating efficiencies and improvements across the province. Ontario One Call is a not-for-profit governed by a Board of Directors representative of the underground infrastructure and excavation industries.

Core Values:
Caring…We invest in the success and safety for our team, communities and the environment.

Integrity…We are dedicated, honourable and honest.

Collaborative…We foster partnerships and work together to build a safer Ontario.

Inclusive…We are a leader in inclusivity and cultivate a foundation of respect and support within our industry.

Innovative…We strive for excellence with a willingness to learn, adapt and innovate.

Position Overview:
Reporting to the CEO, the Executive Assistant is accountable for delivering a wide variety of administrative and executive services to the CEO of Ontario One Call (OOC), the Executive Leadership Team (ELT) and the OOC Board of Directors. Duties include handling confidential matters, liaising with internal and external groups, managing calendars and organizing meetings, preparing reports, correspondence and presentations, ensuring coordination with the ELT, and coordinating Board materials and records.

The Executive Assistant is highly visible and often the first point of contact for Ontario One Call stakeholders and relationships. They play a pivotal role in corporate governance and supporting communications between the CEO, ELT and the Board of Directors. The candidate must be able to prioritize, produce high quality and accurate work, while comporting themselves in a friendly, flexible and professional manner.

This position is located at the Guelph office located at 104 Cooper Drive, Guelph. Ontario One Call has a hybrid work model with staff dividing their workweek between in-office and at-home work per company policy.

Primary Duties:
Provide high level, confidential administrative support to the CEO, Executive Team and Board of Directors:

Board and Committee meeting support:
prepare and distribute agendas and meeting materials via the online board portal
prepare and maintain meeting minutes/notes
maintain action registries and track and ensure timely delivery of action items
prepare correspondence to the Board and Board Committees as required

Logistics support:
proactively plan, organize, schedule and attend meetings, identify, resolve and manage scheduling conflicts
coordinate travel/accommodation arrangements
arrange meeting facilities and catering
organize and/or assist with meetings and One Call events including the Annual and Special Members Meetings.
Correspondence and reporting:
assist with completion of various reporting to government agencies
independently action routine enquiries and escalate complex enquiries to appropriate parties based on knowledge of the business
draft, edit and/or assist with preparation of correspondence, memos, presentations, and spreadsheets
organize, prepare, and submit personal expenses of CEO and Board members per protocol

Administration:
maintain electronic records including developing and managing filing systems and ensuring compliance with internal privacy and retention requirements.
proactively identify, prepare, revise, and implement various business function administrative systems, processes, and procedures to support business needs and enhance operational efficiencies
participate and/or provide administrative support to special projects
Provides back-up support to other business functions as required.
Other duties as assigned.

Qualifications:
Knowledge of corporate governance and senior administrative practices.
Knowledge of records management procedures and processes. Skilled using a variety of online tools such as Board Portals to share information, develop records libraries, etc.
Knowledge of financial policies and processes – and compiling senior leaders’ personal expenses.
Intermediate knowledge and in-depth experience with MS Office products and tools including but not limited to (Word, Excel, PowerPoint, Office 365)
Tech savvy with the ability to learn new applications quickly.
Excellent interpersonal and written communication skills. A wordsmith capable for writing, proof reading, and editing documents, correspondence, etc.
Strong organizational skills and the ability to work with minimal supervision to be self-directed, to take initiative without direction, and to use time efficiently by effectively prioritizing work.
Highly collaborative work style and approachable personality. Ability to tactfully communicate with various levels of the organization to request or provide information.
Strong attention to detail, organization and time-management skills and the ability to stay on task in a fast-paced environment with the ability to take immediate, effective action in high-pressure situations.
Ability to develop and maintain collaborative working relationships, while demonstrating a high level of cooperation and mutual respect.
Must be able to travel within the GTA to attend meetings

Education & Experience:
Post-secondary education in Political Science, Business Administration or related discipline; or equivalent combination of education and relevant work experience
Minimum of 5 years’ experience providing executive support to senior management
Preference given to experience working directly with a CEO and Board of Directors.

Rewards:
Salary of $70,000 – $87,000/annum dependent on qualifications and experience, with room to grow
A comprehensive company paid benefit plan through Desjardins Life (at 3 months of service)
CAAT DBPlus Pension Plan with Contribution Choice and Company Match (at 3 months of service)
Potential for bonus, subject to performance and Board approval
3 weeks paid vacation
10 personal emergency days per year
Highly engaged workforce and excellent workplace culture
Diverse and inclusive environment
Collaborative team
New, clean and bright facility

Ontario One Call is an equal-opportunity employer committed to diversity and inclusion. We are committed to building and maintaining collaborative, caring and positive work environments so that our employees bring their whole selves to work each and every day. We encourage all qualified applicants to apply without regard to race, national or ethnic origin, colour, religion, age, sex, sexual orientation, marital status, family status or disability.

In accordance with the Human Rights Code and the Accessibility for Ontarians with Disabilities Act, Ontario One Call is pleased to offer accommodations for job applicants with disabilities, if you require accommodations, please advise by contacting us.

We thank all applicants for their interest; however only those candidates selected for an interview will be contacted.