Executive Assistant (Temporary - 12 Months)

Hydro Ottawa•Ottawa, ON

1d•CA$62,098 - CA$93,206•Hybrid

About The Position

The Executive Assistant provides executive-level support to the Executive Vice President, Finance and Chief Financial Officer. The primary responsibilities are to manage the executive schedule, coordinate with internal and external stakeholders, provide support, work on operations related projects and manage procurement for the Finance division. Additional responsibilities include reviewing and prioritizing and answering e-mail, requests for meetings, expense reports, phone calls and other items based on strategic and daily priorities, liaising with other members of the Executive Management Team and senior executives from other organizations, providing support / coverage to other Executive Assistants, establishing and maintaining document management systems, and actioning or responding to routine items on the Executive Management Team members behalf. The Finance Division encompasses key corporate functions including Regulatory Affairs, Financial Reporting, Corporate Financial Planning Analysis, Accounting, Treasury, and Strategic Sourcing Logistics.

Requirements

Post-secondary education in a related field, preferably Office Administration
Several years’ experience managing the administration of an Executive or Director level office
Several years’ progressively responsible secretarial experience
Ability to work in a fast-paced and sometimes unpredictable environment; works well under pressure and tight deadlines
Advanced grammar and a high level of detail orientation is essential
Strong computer skills; proficient in the use of office productivity and collaboration tools, preferably Google Workspace
English essential, both oral and written
Applicants must be legally entitled to work in Canada.

Nice To Haves

Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements
Working knowledge of Workday and JD Edwards considered an asset
Bilingual (English/French) considered an asset

Responsibilities

Analyze incoming mail and correspondence for distribution/action by appropriate staff, initiating action on routine or procedural matters.
Establish, revise and maintain office organization and procedures to ensure efficient operation and recommend improvements.
Track tasks and projects to ensure appropriate prioritization of projects with respect to deadlines and organizational developments.
Assess the nature and sensitivity of verbal and written requests, and take appropriate action.
Maintain an accurate and detailed calendar, manage and log incoming scheduling requests, reschedule meetings, proactively communicate changes, and anticipate and respond to scheduling conflicts.
Plan meetings and events as required, including catering and logistics.
May include itinerary planning, travel, and overnight accommodation including negotiating corporate rates, and assisting facilitators in preparatory plans
Prepare routine responses for signature, researching and collecting relevant documentation regarding more complex responses.
Maintain the security of highly sensitive and confidential matters.
Liaise with the internal team, providing support where necessary.
Undertake special assignments as requested.
Adopt and champion new technologies and business processes as required.
Perform Recording Secretary functions including scheduling meetings, drafting and distributing agendas, recording minutes, and following up on action items.
Prepare specialized reports and provide options/recommendations as required.
Enter purchase requisitions, process purchase orders and assist with procurement of software and services through ERP system, supporting operational needs.
Execute administrative processes and procedures (e.g. travel expenses, vacation, meeting room preparation) in accordance with Corporate policies, guidelines and procedures.
Monitor budget and work orders, and reconcile invoices.
Process and record a variety of agreements and contracts.
Liaise with consultants retained.
Schedule meetings, process invoices for payment.
Field general questions and concerns raised by staff including fellow Executive Assistants pertaining to policies / procedures.
Assist with divisional policy administration and updates.
Coordinate format, and assemble critical documentation and reports for the Board of Directors and quarterly committee meetings.
Ensure consistent and efficient interaction with others across the organization.
Review and edit documents.
Track and reconcile monthly cash expenses and credit card statement and complete and submit reports in a timely manner.
Perform other related duties as required.