Branch Administrator

Ontario Securities Commission•Toronto, ON

8d•Onsite

About The Position

The Ontario Securities Commission (OSC) is the statutory body responsible for regulating Ontario’s capital markets in accordance with the mandate established in the provincial Securities Act and the Commodity Futures Act. The mandate of the OSC is to provide protection to investors from unfair, improper or fraudulent practices, to foster fair, efficient and competitive capital markets and confidence in the capital markets, to foster capital formation, and to contribute to the stability of the financial system and the reduction of systemic risk. This mandate is performed through policy, operational, and enforcement activities. The OSC also contributes to national and global securities regulation development. We offer a diverse, fair, and flexible work environment and take pride in our challenging and rewarding work. Our Human Resources Branch provides the OSC with strategic and operational advice and services on the planning, acquisition and development of OSC talent, total compensation planning and administration, performance management and overall organizational development. The Branch Administrator is responsible for providing senior specialized administrative and operational support services to management and staff within the HR Branch at the OSC autonomously under established practices and procedures. Responsibilities are performed utilizing a solid understanding of related administrative and business procedures and practices as they apply to the role and include coordinating and administering branch wide functions including budget, financial and operational reporting, event planning, program and/or project coordination, administrative support and general office management.

Requirements

Completion of a college or university program in business administration, administrative assistance, HR management, or a related field, or an equivalent combination of education and relevant experience.
Minimum of three (3) years of senior administrative support experience in a professional office environment, including direct support to a senior executive and concurrent support to multiple managers or professional staff; experience in event coordination is required.
Strong organizational skills with a proven ability to manage multiple competing priorities, meet deadlines, and work effectively in a fast‑paced environment.
Demonstrated professionalism, sound judgment, and discretion when handling sensitive and confidential information.
Solutions‑oriented with well‑developed problem‑solving, research, analytical, and information synthesis skills.
Strong interpersonal, verbal, and written communication skills, with the ability to build and maintain effective working relationships with diverse internal and external stakeholders.
Demonstrated customer service orientation and ability to work both independently and collaboratively as part of a team.
Intermediate to advanced proficiency with Microsoft Office and collaboration tools, including Word, Excel, PowerPoint, Outlook, OneDrive, and Teams.

Nice To Haves

Knowledge of HR practices, relevant employment legislation, and OSC policies and procedures is an asset; familiarity with the Securities Act as it applies to branch operations is also an asset.

Responsibilities

Reports to the HR Management team at the OSC, serving as a critical and trusted administrative support role.
Provides high‑level executive administrative support to a Senior Executive, requiring demonstrated experience, sound judgment, emotional intelligence, and a high degree of professionalism.
Works collaboratively and cohesively with Executive Administrators and Branch Administrators across the OSC to ensure seamless coordination and consistent administrative practices.
Demonstrates a strong understanding of administrative and business procedures, including calendar management, document and knowledge management, executive support, and general office operations.
Proactively plans, prepares, coordinates, schedules, tracks, and follows up on HR management‑related meetings, agendas, events, offsites, business travel arrangements, correspondence, reports, policies, budgets, and speaking engagements.
Provides ongoing calendar coordination and administrative support to members of the HR Management team, as required.
Supports HR project and departmental meetings by scheduling meetings, preparing and distributing agendas and materials (e.g., status reports, charts), recording and maintaining meeting minutes, and tracking follow‑up actions.
Responsible for the coordination and tracking of legislative mandated employee and manager training (e.g. Health and Safety, AODA training), ensuring compliance with training requirement and providing quarterly reporting to HR management and other internal stakeholders.
Responsible for coordination of the criminal record checks process (name-based and fingerprint-based criminal record checks), tracking results in employee file and following up with the HR team on check outcomes.
As the main point of contact for the HR Department, monitor HR email inboxes, respond to inquiries and re-direct to appropriate resource for response.
Administer oaths for new employees and students by coordinating and conducting oath meetings, explaining the oath requirements and process, assisting individuals with completion and compliance, obtaining signatures, maintaining accurate records and filing, and tracking completion status to ensure all oaths are properly executed and recorded.
Acts as the primary administrative liaison for the Branch, coordinating with HR, IT, Office Services, Finance, and other OSC branches.
Provides high‑level calendar, email, and administrative support to management, including meeting coordination, correspondence triage, and issue resolution.
Anticipates and resolves administrative issues through the application of established procedures, sound judgment, and experience.
Maintains Branch records and files in accordance with records management policies; provides back‑up support and informal guidance to administrative staff.
Identifies and leads administrative process improvements and provides superuser support on administrative systems, escalating issues as needed.
Plans and coordinates complex internal and external meetings, presentations, and events.
Manages logistics including scheduling, invitations, materials, catering, registration, and technical requirements.
Serves as the primary contact with external service providers for meeting and event arrangements.
Maintain the overall Branch budget and financials including reconciling all individual unit expenses, reconciling and processing invoices, and tracking accruals.
Coordinate Branch procurement activities by initiating purchase requisitions, tracking purchase orders, supporting vendor set‑up, and liaising with Finance to ensure compliance with OSC procurement policies, delegation of authority, and approval requirements.
Coordinate travel and training related expenses from all units within the Branch and reconcile at the overall Branch level.
Prepare the Branch’s monthly and quarterly financial reports.
Identify and resolve budget, invoice, procurement, expense and other financial related discrepancies and recommend solutions to address.
Prepares and formats executive documents, reports, presentations, and briefing materials.
Compiles data and generates reports from multiple systems for quarterly and fiscal reporting.
Conducts research and prepares summaries to support management decision‑making.
Coordinates administrative aspects of programs and projects (e.g., professional services agreements, student programs).
Liaises with external stakeholders to ensure timelines, deliverables, and service agreements are met.
Supports day‑to‑day office operations and general Branch administration.