Administrative Assistant, Indigenous Partnerships

Hydro One Networks Inc•Toronto, ON

31d•CA$60,350 - CA$78,100•Hybrid

About The Position

We are seeking a highly organized, proactive Administrative Assistant to support the Indigenous Partnership team, working closely with the Vice-President of Indigenous Partnerships & Business Development and Directors on the team in a fast-paced, purpose-driven environment. This role provides core administrative support, including calendar management, expense processing, scheduling, document preparation, and meeting coordination, amongst other administrative duties. The successful candidate will act as a trusted administrative partner, anticipating needs, managing competing priorities, and supporting work that is meaningful and impactful. This role is well suited to someone who brings cultural awareness, respect for Indigenous perspectives, and an interest in supporting Indigenous Partnerships work through strong administrative practice. We strongly encourage applications from Indigenous communities and are committed to creating a respectful, inclusive workplace grounded in collaboration, learning, and cultural awareness.

Requirements

Cultural awareness
Respect for Indigenous perspectives
Interest in supporting Indigenous Partnerships work through strong administrative practice

Nice To Haves

Experience in a fast-paced, purpose-driven environment
Experience supporting Vice-Presidents and Directors
Experience with calendar management
Experience with expense processing
Experience with scheduling
Experience with document preparation
Experience with meeting coordination
Experience anticipating needs
Experience managing competing priorities
Experience in communications
Experience in project coordination
Experience in records management
Experience preparing reports
Experience managing computerized office systems
Experience preparing and processing confidential material
Experience arranging meetings with internal staff, senior management, external groups and government
Experience conducting research and data gathering
Experience performing liaison functions
Experience coordinating domestic and overseas travel
Experience setting priorities
Experience scheduling work projects
Experience advising on work status and target dates
Experience coordinating appointment schedules and travel requirements
Experience arranging and handling requests for meetings, speaking engagements, media interviews, conferences
Experience managing administrative responsibilities for board memberships
Experience reviewing and applying account numbers
Experience investigating variances and resolving discrepancies
Experience controlling incoming and outgoing mail and telephone calls
Experience supervising clerical staff
Experience providing advice and guidance on problems encountered
Experience referring personnel matters to supervisor
Experience making suggestions regarding improved administrative efficiency
Experience developing and recommending administrative procedures
Experience coordinating submissions to Management Committee, Board of Directors and various board committees
Experience maintaining tracking systems
Experience producing monthly Initiatives Reports
Experience setting up and maintaining a local records centre
Experience acting as official records custodian
Experience establishing and maintaining retention schedules
Experience submitting projected costs for sundry and travel expenses
Experience preparing and processing expense reports
Experience performing foreign currency conversion and calculations
Experience processing and tracking credit card accounts and frequent flyer accounts
Experience administering petty cash
Experience providing coordination services relating to space planning, telephone changes, office accommodation
Experience providing advice and guidance to Business Unit senior staff regarding corporate procedures, standards and protocol
Experience providing coordination and administrative direction to Business Unit administrative staff
Experience preparing presentations
Experience keeping up to date on current topics or events impacting supervisor's office or the company

Responsibilities

Manage and be responsible for the provision of administrative services relative to communications, project coordination and records management.
Prepare correspondence and submissions, including reports, forms, memos, including labour relations and other information to be processed.
Compose routine and non-routine correspondence for supervisor's signature.
Exercise delegated authority to sign specified types of correspondence which may include subject matter other than normal routine administrative items.
Prepare reports, using submissions provided from direct reports.
Manage computerized office systems for tracking internal and external correspondence and action items for supervisor.
Prepare and process confidential material, as required.
Arrange meetings with internal staff, senior management, external groups and government, as required.
Conduct research and data gathering activities to obtain required information from internal and external sources, preparing and assembling materials.
Inform senior management of topics and issues to be discussed, as required.
Perform a liaison function between supervisor and other senior management, including the executive office, to coordinate various activities and projects such as business planning, budget preparation, performance measurement and reporting, etc.
Coordinate and be responsible for all domestic and overseas travel, transportation and accommodation arrangements, including personal itinerary, cash advances, provision of foreign currency, etc.
Coordinate and participate with supervisor in setting priorities, scheduling work projects, advising on the status of work, target dates, scheduling meetings and the scheduling impact of new or pending assignments.
Coordinate appointment schedule and travel requirements.
Arrange and handle requests for meetings, speaking engagements, media interviews, conferences, etc., recognizing sensitivity and confidentiality in relation to primary contacts, importance of attention, availability, etc.
Maintain calendar, coordinating requests for supervisor's time with that of internal staff, senior management, external groups and government agencies.
Manage the administrative responsibilities associated with supervisor's membership on external boards, committees and agencies, including coordinating supervisor's schedule with those of external groups and individuals.
Review and apply account numbers, investigate variances and work with others to resolve discrepancies.
Notify supervisor of any unresolved discrepancies.
Control all incoming and outgoing mail, telephone calls and interface with contacts.
Determine the issue and priority of response.
Re-route direct enquiries or communications as necessary to appropriate staff within the company.
Supervise clerical staff, assuming responsibility for planning, scheduling, assigning, instructing and checking quality of work on a continuous basis.
Provide advice and guidance on problems encountered.
Refer personnel matters to supervisor.
Make suggestions regarding improved administrative efficiency and develop and recommend various administrative procedures.
Coordinate and be responsible for all submissions to the Management Committee, the Board of Directors and various board committees, for the Business Unit.
Maintain tracking systems to ensure deadlines are met.
Coordinate Business Unit initiatives submissions.
Produce monthly Initiatives Report and submit directly to the Chairman's office.
Set up and maintain a local records centre for supervisor's use.
Act as official records custodian for confidential and general files.
Establish and maintain retention schedules and arrange for storage/destruction of records.
Submit projected costs for sundry and travel expenses to budget contact.
Prepare and process expense reports according to established procedure.
Perform foreign currency conversion and calculations.
Process and track various credit card accounts and frequent flyer accounts, working directly with institutions and airlines to resolve discrepancies.
Administer petty cash for the office.
Provide coordination services relating to space planning, telephone changes, office accommodation etc.
Provide advice and guidance to Business Unit senior staff regarding corporate procedures, standards and protocol.
Provide coordination and administrative direction to Business Unit administrative staff regarding corporate projects and corporate communication matters.
Prepare presentations from supervisor's notes/outline, applying appropriate techniques to ensure a well-organized delivery.
Use judgement to edit text, ensuring clarity of topic.
Keep up to date on current topics or events impacting supervisor's office or the company, providing information as appropriate to other interested parties.
Perform other duties as required.