Executive Assistant

Consider this great opportunity with the Northern Ontario Heritage Fund Corporation (NOHFC) to showcase your exceptional administrative expertise, analytical, and communication skills. In this dynamic and multi-faceted position, you will coordinate administrative, financial, human resources, and issues management processes for the provincial agency of Northern Ontario Heritage Fund Corporation at the Ministry of Northern Development.

Please note: Depending on the successful candidate, this position can work from either of the following work locations:

• 435 James St. St, Thunder Bay
• 70 Foster Dr., Sault Ste Marie

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:

The Ontario Public Service (OPS) is an innovative, responsive and accountable public service that works hard to be diverse, anti-racist, inclusive, merit-based, and equitable. Diversifying leadership is a top priority for the OPS. Our goal is to achieve parity with the Ontario labour force by 2025 for the most under-represented groups (Indigenous, racialized and persons with disabilities) on our leadership teams.

The OPS invites all interested individuals to apply. As an organization that promotes equity and diversity, the OPS encourages applications from Indigenous, Black, racialized individuals, and persons with disabilities.

The OPS is an accessible employer and we offer accommodation in all aspects of employment, including the recruitment process.

Visit the OPS Anti-Racism Policy, the OPS Diversity and Inclusion Blueprint, and the Multi-Year Accessibility Plan to learn more about the OPS commitment to advancing racial equity, accessibility, diversity and inclusion in the public service.

What can I expect to do in this role?

In this role, you will:
• develop and manage tracking systems, assign tasks to managers, and make decisions in the Executive Director's absence
• schedule and coordinate appointments, meetings, and events
• review and prioritize information and compile materials for the Executive Director
• support internal administration and financial planning
• coordinate the preparation of correspondence for branch policy matters, house notes, submissions and issues management, and brief Executive Director on all significant matters
• administer budgets and monitors financial transactions
• implement and update administrative procedures
• manage accommodation requirements and IT support

How do I qualify?

Communication and Interpersonal Skills:

• You have proven interpersonal and relationship management skills to ensure effective relationships with staff of Deputy Minister's, Assistant Deputy Minister's, and Minister's offices, as well as, the NOHFC Agency's Board of Directors.
• You have tact and discretion to deal with external stakeholders, executives, and the general public to provide/delegate information.
• You demonstrate negotiation skills to influence desired outcomes such as negotiating timelines or extensions in order to meet competing priorities and deadlines.
• You demonstrate written and oral communication skills to prepare briefing notes, reports, and correspondence to respond to inquiries.

Analytical and Problem-Solving Skills:

• You have the ability to review and interpret internal administrative policies on business planning, issues management, and records management.
• You demonstrate analytical and problem-solving skills to identify and research issues, engage appropriate staff and determine optimum methods to respond to issues.
• You have experience in managing budgets, forecasting and reporting, and in reviewing, monitoring and tracking of expenditures

Technical Knowledge and Experience:

• You have the ability to obtain knowledge of ministry and branch organization, programs, and administrative processes to manage issues and briefing materials.
• You have the ability to obtain knowledge of Government business planning, financial and administrative policies and guidelines to monitor the branch budget, identify problems and reconcile reports.
• You have knowledge of human resources practices, processes procedures and tools to support the Executive Director on human resources issues.

Judgement and Decision Making Skills:

• You have strong judgement to determine urgency among competing demands.
• You can oversee branch administration activities and make decisions in the Executive Director's absence.

Computer Skills:

• You are proficient in using computer applications to prepare correspondence, reports and cabinet submissions.