Executive Administrative Assistant

Status: Regular Full Time

Working Conditions: On-site (5 days)

Education Level: • Post secondary diploma/degree in Business Administration, Communications, or a related field preferred.

Base Location: Oshawa, ON

Temporary Work Location: Pickering, ON

Number of Position(s):1

Travel: 10%

Deadline to Apply: November 12, 2024

Salary Range: $54,000.00 - $82,000.00 Per Year

Electrify your career and help build a brighter tomorrow.

Every generation has a challenge that defines them. At OPG, we are calling on all innovators, disruptors, thought leaders and change-makers. Join us to electrify life in one generation and build a sustainable future powered by our electricity, our ideas, and our people. Join OPG and make history.

Whether you work in the skilled trades or are a business professional, a career at OPG is an opportunity to electrify your life on -- and off -- the job.

ACCOMMODATIONS

OPG is committed to fostering an inclusive, equitable, and accessible environment where all employees feel valued, respected, and supported. If you require accommodation during the application or interview process, please advise us as soon as possible so appropriate arrangements can be made.

If you require information in a format that is accessible to you, please contact AODA@opg.com

This position is moving to OPG Corporate Headquarters: In Summer 2025, OPG will officially welcome employees to our new Corporate Headquarters located at 1908 Colonel Sam Drive, Oshawa, Ontario. This new space will enable teamwork, collaboration and innovation that will help us to achieve our mission to electrify life in one generation. This position will be temporarily based in Toronto, ON until the move to Headquarters in the Summer of 2025.

JOB OVERVIEW

Ontario Power Generation (OPG) is looking for a dynamic, strategic and results-driven professional to join our team in the role of Executive Administrative Assistant.

We're on the lookout for a tech-savvy, self-starter with a growth mindset to join our fantastic team as an Executive Admin Assistant. This position will support 3 VP's in Digital Technology and Shared Services.

This role is perfect for someone who's skilled in writing board memos, crafting engaging articles for our newsletter, and preparing top-notch PowerPoint presentation material! We are looking for someone to join our team to help us continue our journey of growth and transformational change within IT.

KEY ACCOUNTABILITIES

• Prepare and manage the administration of correspondence covering a broad array of subject matter including reports and statistical data, labour relations material including bargaining agenda material, grievances and arbitrations, submissions for approval, response to criticisms and complaints and general administration.
• Prepare PowerPoint presentations, Board Memo's and written articles for our monthly internal newsletter
• Schedule and make all necessary arrangements for meetings and conferences such as the preparation and distribution of agenda and handouts, acquiring of meeting room, accommodation, notification of participants, arranging for audiovisual or other equipment, preparing and issuing meeting notices, typing of minutes of the meeting covering numerous items such as labour relations, negotiations, organization structure, staffing etc.
• Make all necessary travel and accommodation arrangements for Supervisor and staff, following appropriate travel and expense policies, including obtaining appropriate approvals for out of province and out of country travel.
• Participate with VP's in the setting of priorities and the scheduling of his/her work projects and activities, advising relative to status of current work, target dates, scheduled action/meetings etc., and other related demands on VP's time.
• Establish and maintain physical electronic records for exclusive use of the Supervisor. Manually, file materials in accordance with a prescribed filing system assigning location codes; extract files or file content upon request of Supervisor and maintain record of removed files, etc.
• Receive and process information from others in the form of periodic routine reports, administrative forms or other routine format covering a broad array of subject matter such as time reporting, work project control, personnel/labour relations activities, budget feedback, performance/disciplinary matters or reviews, vacation requests etc. Consolidate, compile, prepare required forms, summaries etc. and/or take required routine actions to implement results.
• Prepare schedules for the receipt of important approval documents to fit in with schedule of Board meetings, Executive Office meetings, Supervisor's schedule etc. and oversee the flow of approval documents through the process.
• Perform a liaison function between Supervisor and others to pass along Supervisor's instructions to staff/clients, etc., to provide advice as to Supervisor's expectations, to expedite work as necessary to achieve deadlines, and to maintain continuity of objectives and practices across organizational lines. Perform liaison services with various Corporate groups such as, those involved in budget preparation and control, performance pay, records management, etc., attending meetings and providing feedback to Supervisor and/or staff regarding requirements or changes to requirements.
• Arrange for the provision of relief when on vacation or during other types of prolonged absence and for periodic assistance to deal with high workload situations.
• Other Duties as Required

EDUCATION

• Post secondary diploma/degree in Business Administration, Communications, or a related field preferred.

QUALIFICATIONS

• Minimum of 3-5 years of experience in an administrative assistant or executive administrative assistant role supporting senior-level management
• Excellent written communication and interpersonal skills
• Strong proficiency with Microsoft Office suite, including Excel, Word, and PowerPoint - This role is providing support to our Digital Technology/IT group and preference will be given to individuals that are tech savvy and is comfortable using technology to work smart
• Strong organizational skills and attention to detail
• Ability to work independently and handle multiple priorities with strong time management skills
• Ability to maintain strict confidentiality and handle sensitive information with professionalism and discretion

The successful candidate will exhibit uncompromising integrity and commitment to upholding corporate values, and the OPG Code of Business Conduct.

What Makes a Career at OPG Different?

As Ontario's largest clean energy generator, we're building, expanding, and innovating the equipment and technology that keeps Ontario powered with clean, reliable energy.

At OPG, our values are our strengths. They are fundamental truths about our organization that don't change:

Safety - it's our business

Integrity - always lead with integrity

Excellence - never satisfied with good enough

Inclusion - working together for powerful outcomes

Innovation - creativity accelerates possibility

Here's why OPG might just be the ideal workplace for you:

• Exceptional range of opportunities province-wide
• Long term career growth and development opportunities
• Electricity is vital to the province and OPG's clean electricity is helping decarbonize other sectors.

Our promise to you:

• We care about the safety and the well-being of our employees. It is our utmost priority.
• A supportive work environment where you can be your best every day
• Opportunities to stretch and develop
• Other different ways for you to give back to communities where we operate
• Partner with Indigenous communities and support local businesses
• We support employment equity, diversity and inclusion

Are you ready to start a career that has the power to electrify life on and off the job? Apply now.

APPLICATION PROCESS Please submit your application online at https://jobs.opg.com/ by 11:59 PM E.S.T., November 12, 2024. OPG thanks all those who apply; however, only candidates considered for an interview will be contacted.

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The base salary range considers many factors including, but not limited to experience, education, and training, including any collective agreement requirements for union represented positions. It is not typical for the salary to be offered near the top of the range, and salary is dependent on numerous factors. For management roles, the base salary range does not represent the total compensation package. The total compensation package for regular full-time management roles includes pay-for-performance programs for annual and medium time periods. Maintaining a high-performance culture and excellence is a core expectation of every member of our leadership team and is rewarded through the established compensation framework.

OPG is committed to employment equity. As such, we encourage applicants from equity-seeking communities (Indigenous Peoples, racialized persons, persons with disabilities, and women). We strongly believe that alleviating the under-representation of equity-seeking individuals will create a stronger OPG team and allow us to better serve the needs of our diverse communities.

In order to fulfill the above-mentioned purpose, priority in hiring may be given to qualified persons who self-identify as a member of equity-seeking groups as identified in the application process. This initiative constitutes a special program under the Human Rights Code/Canadian Human Rights Act.