Executive Assistant - VP

Independent Electricity System Operator

3d • Hybrid

About The Position

The IESO is committed to ensuring Ontario’s electricity system meets the province’s needs today and into the future. We are charged with purpose, delivering reliable, affordable, and sustainable electricity for homes, businesses, and communities across the province. We are energized to grow, embracing opportunities to shape the future of a dynamic and evolving energy sector while advancing our careers. We are powered by teamwork, supported by diverse and passionate colleagues who foster respect, celebrate successes, and thrive on shared achievements. At the IESO, it’s not just what we do—it’s who we are!

Our central role includes managing the provincial power grid in real-time, overseeing and evolving Ontario’s electricity market, engaging with government, municipalities and Indigenous communities, and planning for Ontario’s future electricity needs. Our employees play a key role in driving grid innovation, protecting the system from threats, advancing the province’s energy conservation programs, and forecasting and procuring the electricity resources we’ll need in the decades to come.
This is a non-unionized position that falls within the Markets and Reliability Business Unit.

The energy sector is rapidly evolving, offering exciting new opportunities for those who want to make a difference.

The successful candidate will provide high-level administrative and scheduling support, including calendar and email management, meeting coordination, and timekeeping approvals for multiple leaders and teams. They will also coordinate cross-functional and executive meetings, support planning efforts with internal partners and IT, and manage external engagements such as speaking events, keynote logistics, and coordination with external stakeholders.

In a typical day, you will be involved in providing comprehensive executive administrative support to senior management, beginning with managing confidential communications, coordinating calendars, and preparing materials for leadership review. This also includes organizing, scheduling, and often participating in senior management meetings, ensuring agendas, logistics, and follow-ups are handled efficiently. Throughout the day, the Executive Assistant monitors the status of key projects, issues, and initiatives, proactively keeping leaders informed of priorities and emerging risks. In addition, this role also includes coordinating corporate services and supporting business unit-wide operational needs such as system access and shared programs. Consistently, the Executive Assistant ensures corporate policies and procedures are applied accurately while adapting to ad hoc requests from the senior management team.

Requirements

• Post-secondary education in business, computers, or office management, bachelor degree an asset
• 2+ years’ experience as an Executive Assistant
• 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. Can receive questions on business expense policies, in which case recommendation to supervisor is made which, if approved, can lead to general acceptance within the Company.
• 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

Responsibilities

• Preparation of correspondence and reports including that of a highly confidential nature
• High level support and assistance to senior management, 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).
• May be required to monitor the relevant portion of the company website to ensure it is up-to-date and drafting of routine web text. Co-ordinate the posting of material on the website.
• Maintaining appointment calendars, and scheduling appointments
• Making travel arrangements for meetings and conferences;
• Anticipating and initiating appropriate action to conserve time commitments of the business unit senior management team. Prioritizing work demands and assignments from various staff;
• Liaise with external facility providers for off-site meetings
• 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.
• 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 Senior Management 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.
• Co-ordinate preparation of the Business Unit budget
• Verification and processing of invoices
• Compile, review and verification of monthly credit card reconciliation for senior manager
• 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.
• Planning, organizing, scheduling and coordinating administrative work of staff; giving advice and guidance, instruction and direction as necessary.
• Interviewing applicants for administrative positions; recommending the appropriate candidate and determining base salary
• Develop, in conjunction with HR, job documents for administrative positions
• Serve as a member of interviewing panels
• Assigning and verifying the work of staff, and ensuring that workloads amongst support staff are distributed equitably
• Arranging for staff relief as may be required
• Re-assigning work to facilitate completion and meet deadlines as may be required
• Making recommendations regarding workflow; policies and procedures
• Initiating actions and making effective recommendations in respect to hiring and termination of administrative staff
• Making recommendations with respect to base salary adjustments for administrative staff
• Develop performance expectations for staff
• Provide input, interface directly with the Unions and HR with respect to grievances and labour relations issues
• In supervising staff, will be required to undertake performance management initiatives and provide management positions/representation on grievances, arbitration, etc.
• 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

Benefits

• Best-in-class benefits and long-term support in the form of a defined benefit pension plan.
• Work in a dynamic and evolving sector that offers exciting opportunities and the chance to explore new career paths.
• Leadership that values meaningful discussions, welcomes feedback, and prioritizes career development.
• A strong, inclusive culture and a collaborative team environment with a shared passion for impactful work.
• Compensation packages that are regularly reviewed to remain competitive and to best accommodate the diverse needs of our employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level