Executive Assistant - VP

INDEPENDENT ELECTRICITY SYSTEM OPERATOR (IESO)

Why join us?

You've got great skills. And you want to use them in an organization where you know what you do every day matters. We get that.
We also know that ensuring Ontarians have access to affordable and reliable power doesn't happen by accident. So we give you the tools, flexibility and support you need to achieve your goals, and development opportunities to help you grow. You'll thrive in a collaborative, team-based environment that values your unique skills and experiences - and recognizes that when you do better, we become even better too.

Who we are

The Independent Electricity System Operator (IESO) works at the centre of the province's power system, ensuring Ontarians have access to reliable and cost-effective electricity when and where they need it. We operate the province's electricity grid 24/7, design, run and oversee the wholesale electricity markets, and plan and prepare to meet Ontario's electricity needs - now and into the future.

The Opportunity

The Executive Assistant, Vice President - Corporate Relations Stakeholder Engagement & Innovation will provide full executive administrative support to the senior leader of the business unit. The imcumbent will support functions including coordination functions such as:

• Preparing and maintaining confidential communication, information and records
• Communicating corporate or business unit priorities, information or data to other members of the business unit management team, the business unit, or other stakeholders
• Scheduling, organizing and participating in senior management meetings
• Monitoring the status of major issues, projects, problems or programs, and ensuring that senior management are kept informed of the important issues
• Coordination of corporate level service functions such as mail functions, courier delivery, supply ordering, and general clerical assistance;
• Coordinating and providing administrative support within the Business Unit (e.g. employee access to computer systems, implementing programs of service affecting all unit staff).
• Ensuring consistent application of corporate policies and procedures throughout the Business Unit
• Other duties to support the senior management team of the business unit as required.

What you'll be doing

Preparation of correspondence and reports including that of a highly confidential nature:

• High level support and assistance to Vice President, including preparation of various confidential or classified documents such as: Board correspondence, position papers (including those for labour relations, negotiations, arbitration and grievances), responses to grievances; pay recommendation letters; performance result consolidations; relief letters; disciplinary letters, PIP letters; reference letters; staff additions and removals; probationary letters; new hire orientation letters; disciplinary letters
• Composing and preparing various confidential correspondence, reports and presentations. Re-formatting documents to ensure adherence to corporate communication standards;
• Routing documents for signature and approval (e.g. contracts; agreements, reports; directives; policies; instructions; budgets; personnel and labour relations matters);
• Researching issues, and gathering and summarizing data, statistics or information;
• Processing inquiries from members of the general public or external organizations;
• Providing input and taking minutes of business unit meetings; organizes meeting agendas (including items relating to compensation, labour relations and staffing).

Maintain schedules and meetings, and make travel arrangements:

• Maintaining appointment calendar, and scheduling appointments
• Making travel arrangements for meetings and conferences;
• Anticipating and initiating appropriate action to conserve time commitments of the Vice President. Prioritizing work demands and assignments from various staff;
• Liaise with external facility providers for off-site meetings

Maintain files and record-keeping systems for the Business Unit:

• Filing and routing materials, correspondence and incoming mail
• Extracting files and documents to meet needs
• Establishing and maintaining retention schedules for documents and correspondence
• Compiling training, maintaining training databases and vacation records
• Filing and maintaining confidential labour relations documentation such as grievance review board items, Board of Directors items, etc.
• As directed, communicate work priorities to Business Unit staff to ensure projects are completed in a timely manner.
• Monitor work projects, including tracking their status, and communicating suggestions and measures intended to expedite the completion of assignments
• Initiate follow-up actions or communication to staff
• Provide updates to Vice President regarding the status of various projects, work or activities to ensure target dates are met
• Following-up with various stakeholders (e.g. government agencies; Ontario Ministries, Ontario Energy Board; etc.) on various matters.

Budget Administration, Financial Management , and Space Co-ordination:

• Co-ordinate preparation of the Business Unit budget
• Verification and processing of invoices
• Compile, review and verification of monthly credit card reconciliation for Vice President
• Review and verification of credit card reconciliations completed by Direct Reports prior to approval
• Confirming that account distributions are correct and charged to the appropriate work package
• Co-ordinate space requirements for the business Unit.
• Attend meetings to represent the Business Unit on issues related to space planning and accommodation and ensure Business Unit interests are represented.

• Recommend and ensure the implementation of office administrative procedures across various organizational units within a department/division (including the review, evaluation, recommendation and implementation of new procedures).

• Plan and arrange for the acquisition of administrative and office services.

• As required, conduct research, compile data and prepare summary briefs or reports for executives, committees and board of directors. Analyze incoming and outgoing memoranda, submissions, or reports.

Co-ordination

• Assisting in the orientation and training of support staff of other Business Units.
• Identifying intra-departmental issues and coordinating appropriate staff to work towards a resolution

What you'll need to succeed

• Post-secondary education in business, computers, or office management, bachelor degree an asset
• 6+ years of experience in an office setting
• An organized approach and excellent time management skills
• Good communication skills - written and verbal
• Computer literacy proficiency in MS Word, MS Excel and MS Outlook a must
• Able to prioritize work with attention to detail and accuracy.
• Problems encountered are readily identified.
• Solutions are usually made from reference to past treatment or appropriate procedures governing the circumstance.
• Emphasis on the exchange of information or ideas in a diplomatic way to gain support or to ensure that other parties are satisfied with the response, while recognizing any need for confidentiality.
• Provides support, advice and guidance to assist others to meet their business needs to the satisfaction of all parties and to act in the manner that supports/demonstrates the customer service values of the IESO.

What's in it for you

• A comprehensive total rewards program, including best-in-class benefits and a flexible workplace
• A challenging, fast-paced and collaborative team environment, where your perspectives and experiences matter
• Leaders who support your growth and success through regular feedback and coaching
• The opportunity to work with some of the brightest minds in the industry
  

Deadline: Septmeber 17, 2024

For future reference, please ensure to save a copy of the job description as it will no longer be available once the posting closes.

At the IESO, we know that achieving great results depends on embracing diversity by attracting, developing and retaining people from a wide variety of backgrounds. We do this by ensuring our recruitment and advancement policies are fair and equitable, and by creating an accessible and inclusive environment - one that values every team member's unique skills and experiences and ensures they have the support they need to achieve their potential. If you require accommodation during the recruitment process, please let us know.

We thank you for your interest in a career at the IESO, but we will only contact those candidates selected for an interview.

Note: The successful candidate must be eligible to work in Canada and will be subject to a background check.

The IESO offers a hybrid work model program to most of our employees, based on business needs. Individuals participating in the program can work an average of three days per week remotely within Ontario. It also offers three flex weeks when individuals can work remotely within Ontario . When working in the office, you will be located at our Mississauga, Toronto, or Oakville location.

Join our talent community

Sign up for talent community; stay in touch, find out about new opportunities - and discover how you can make a difference. Discover how we use our expertise and commitment to deliver reliable and affordable electricity to Ontario's businesses and communities, and how we're innovating to secure a stronger energy future for all Ontarians. Visit Careers at IESO and be sure to follow us on LinkedIn.

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