Executive Assistant - Chief Information Technology Officer Division / Hydro Ottawa

Management Employment Opportunity

Executive Assistant - Chief Information Technology Officer Division


At Hydro Ottawa, we empower the lives of the people in the communities we serve.

As the electricity distributor to the Nation’s Capital, our work powers all the essential activities that make up our lives - at home, at work and at play. And as Ontario’s largest municipally-owned producer of green power, we are leading the way to a greener tomorrow.

We are looking for trailblazers and innovators to join us as we build an energy future that will keep our City and our planet green for generations to come.

Are you ready to make a difference in our community?

JOB SUMMARY
The Executive Assistant provides executive-level support to the Chief Information and Technology Officer (CITO). The primary responsibilities are to maintain the schedule, coordinate with internal and external stakeholders, provide support, work on operations related projects and manage procurement for the division. Additional responsibilities include reviewing and prioritizing and answering mail, requests for meetings, phone calls and other items based on strategic and daily priorities, liaising with the Board of Directors, other members of the Executive Management Team and senior executives from other organizations, providing guidance to other Executive Assistants, establishing and maintaining document management systems, and actioning or responding to routine items on the Executive Management Team members behalf.

MAJOR RESPONSIBILITIES

Analyze incoming mail and correspondence for distribution/action by appropriate staff; initiate 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 events, such as off-site workshops, as well as retreats. May include itinerary planning, travel, and overnight accommodation including negotiating corporate rates, and assisting facilitators in preparatory plans
Prepare routine responses for signature; research and collect relevant documentation regarding more complex responses
Maintain the security of highly sensitive and confidential matters
Liaise with the internal team, provide support where necessary
Undertake special assignments as requested
Adopt and champion new technologies and business processes as required
Liaise with internal / external communications / media and assist in coordinating the distribution of internal / external releases, as requested
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; reconcile invoices
Process and record a variety of agreements and contracts
Liaise with consultants retained. Schedule meetings, process invoices for payment
Field general questions / concerns raised by staff including fellow Executive Assistants pertaining to policies / procedures
Ensure consistent and efficient interaction with others across the organization
Liaise with key clients regarding customer enquiries, requests for information as well as requests for attendance / representation at meetings
Review and edit documents
Track and reconcile monthly cash expenses and credit card statement and complete and submit reports in a timely manner
Respond directly to enquiries; calm customers whose concerns have escalated to the Executive level
Perform other related duties as required
EDUCATION AND EXPERIENCE

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
Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements
Ability to work in a fast-paced and sometimes unpredictable environment; works well under pressure and tight deadlines
English essential, both oral and written; Bilingual (English/French) considered an asset
Strong computer skills; proficient in the use of office productivity and collaboration tools, preferably Google Workspace and MS Office
Working knowledge of Workday and JD Edwards considered an asset
This is a management group opportunity and salary will be commensurate with qualifications.

Hydro Ottawa offers a Hybrid Work Model. Hybrid work is position specific, the details of which the hybrid model will be discussed with successful candidates.

Hydro Ottawa may use artificial intelligence (“AI”) during the recruitment process to aid in the screening and selection of candidates.

Hydro Ottawa is committed to establishing a qualified workforce that reflects the diverse population it serves and we encourage applications from all qualified individuals. We are also committed to preventing and removing barriers to employment for people with disabilities, and we invite you to inform us should you have any accessibility or accommodation needs.

Selected candidates must be legally entitled to work in Canada.

Candidates please apply here: https://hydroottawa.wd3.myworkdayjobs.com/hydro_ottawa_careersite/job/Ottawa-ON/Executive-Assistant_R004464

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