Executive Assistant – Registrar and CEO (18-month contract)

O.c.s.w.s.s.w•Toronto, ON

10d•CA$79,315 - CA$85,410•Hybrid

About The Position

Exceptional executive support goes beyond managing calendars—it enables leadership to focus on what matters most. As the Executive Assistant to the Registrar and CEO, you'll provide high-level executive and administrative support in a dynamic, mandate-driven organization dedicated to protecting the public and promoting ethical and professional practice. If you're proactive, adaptable, and excel at managing competing priorities with professionalism and discretion, we'd like to hear from you. The Executive Assistant, Office of the Registrar provides high-level, confidential support to the Registrar and CEO, enabling effective executive leadership across all areas of College operations. The Executive Assistant serves to assist the Registrar and CEO's ability to fulfill their regulatory, governance and organizational responsibilities and managing priorities, facilitating communications and ensuring the Office of the Registrar operates with professionalism, discretion and efficiency. Acting as an ambassador for the Office of the Registrar, the Executive Assistant builds and sustains trusted relationships with internal and external parties, representing the College with maturity and sound judgment. This role is an existing position.

Requirements

Post-Secondary Diploma in business administration or equivalent.
Minimum 5 years’ recent relevant experience reporting directly to the C-suite.
Excellent written, verbal and interpersonal skills with a demonstrated ability to build trust and relationships with internal and external parties, including Board and committee members, government and social worker and social service workers representatives and other regulatory agencies.
Self-motivation and solid organizational skills to manage workload, deal effectively with multiple demands and maintain composure while progressing toward desired outcomes efficiently and effectively.
Demonstrated sound judgement, high degree of sensitivity and discretion, ability to maintain the confidentiality of sensitive material and information.
Excellent time management, organizational and anticipatory skills, with the ability to multi-task and manage multiple competing priorities.
Commitment to continuous learning and quality improvement with a demonstrated ability to be creative and innovative.
Diplomacy and tact when dealing with individuals on behalf of the College; proven ability to establish and maintain effective working relationships with all internal and external key groups.
Technologically savvy with the ability to leverage technological tools to enhance process efficiency and build reports as necessary, proficient with Microsoft 365 Suite (Outlook, Word, Power Point, Excel, Power BI, MS Teams).

Nice To Haves

Experience in a regulatory or legal setting would be an asset.
Experience managing budgets, invoices, procurement processes and service contracts is an asset.
Experience with BoardEffect, or other Board portal software is an asset.

Responsibilities

Apply current and evolving knowledge of the Social Work and Social Service Work Act, relevant regulations, College bylaws and organizational policies to support the Registrar and CEO in fulfilling legislative and regulatory obligations, and to ensure the Office of the Registrar operates in full compliance.
Serve as the primary communications bridge between the Registrar and CEO and internal and external partners monitoring, triaging and responding to correspondence, redirecting inquiries to appropriate departments, and ensuring timely and accurate information flow on behalf of the Office of the Registrar.
Prepare, coordinate and distribute quality meeting materials, correspondence, reports, presentations and briefing documents for the Registrar and CEO, ensuring accuracy, completeness and alignment with organizational priorities and deadlines.
Arrange and execute internal and external meetings and special events on behalf of the Registrar and CEO, managing all logistical requirements including scheduling, facilities, catering, AV and virtual arrangements to ensure a professional and seamless experience.
Provide proactive calendar and time management for the Registrar and CEO, prioritizing and troubleshooting competing demands, coordinating internal and external meeting schedules, and ensuring the Registrar and CEO is appropriately prepared and positioned for every engagement.
Monitor, review and process incoming invoices requiring Registrar and CEO review and signature across all departments, ensuring accuracy prior to submission to Finance, and manage all memberships, subscriptions and affiliations for the Office of the Registrar.
Support the Management Team by coordinating meeting logistics, tracking decisions and action items, following up on outstanding tasks and providing administrative support to advance team priorities.
Assist with special projects and strategic initiatives for the Office of the Registrar, including environmental scans, research, data gathering and preparation of initial drafts and policy documents, as requested by the Registrar and CEO.
Assist with Board meeting preparation by compiling context materials, prior meeting notes and associated discussion records to ensure the Registrar and CEO is fully briefed and prepared for all governance meetings.
Assist the Office of the Registrar with the administration of BoardEffect, including maintaining the platform, providing orientation for new users and assisting with troubleshooting, ensuring Board members have timely access to governance materials.
Provide operational backup for Board operational administration during periods of absence, ensuring continuity of Board support functions and governance activities in accordance with established processes and priorities.
Continually identify opportunities to improve the effectiveness and efficiency of Office of the Registrar administrative processes and procedures, implementing improvements in collaboration with team members and making recommendations to the Registrar and CEO.