Senior Administrative Assistant

Infrastructure Ontario • Remote (Toronto, ON, CA) • 1w ago

IO’s Finance, Technology, and Lending Enterprise Team ensures that IO is a financially efficient and effectively managed organization and that the agency’s finances are monitored, reported, and managed appropriately.

Position Summary:

Reporting to the SVP Lending, the Senior Administrative Assistant provide administrative support to the EVP, Enterprise Risk, and SVP, Lending and corresponding teams, including but not limited to, calendar management, meeting coordination, and document preparation and management.

What you will do:

Serve as the point of contact for the EVP/SVP and team with external contacts.

Proactively manage the EVP/SVP scheduling and calendars, including but not limited to anticipating potential schedule conflicts, managing the schedule based on priorities and scheduling for team leadership initiatives

Prepare agendas, materials and presentations, in advance of the meeting date to ensure effective meetings.

Ensure technology and materials are in place to seamlessly accommodate virtual/ hybrid format meetings.

Organize events hosted by the EVP/SVP, including preparation of materials, scheduling, and coordination both within and outside of IO. Keep track and manage other departmental activities including the creation and maintenance of spreadsheets, databases and presentation materials.

Excellent judgement to escalate issues to the attention of the EVP/SVP of project tracking or compliance issues.

Collaborate with other parts of the organization to improve the service effectiveness of the departments. Act as a backup for other administrative staff when needed or as required on a rotational basis.

Act as back-up to other administrative roles within the Enterprise Risk or Lending teams, or other duties, as assigned.

Who we are looking for:

Before reviewing the qualifications listed below, we want you to know that we understand you may not meet all the qualifications described, but still encourage you to apply, as you may have other relevant expertise and experience that you can bring to the role.
Experience working in an administrative position supporting senior executives and their teams. Experience working with a diverse portfolio of functions in a corporate setting is an advantage.

The Senior Administrative Assistant is required to have exceptional time management, organization, and prioritizations skills. The ability to manage own time and effectively organize, and track leader’s activities and tasks, to provide support necessary for efficient operation of the office. The ability to collaborate, build strong working relationships and effectively work as part of a team.

The ability to keep track of expenses, learn and apply organizational processes. The ability to recognize potential issues, take initiative, and engage with others to fix them before they become problems.

Proven ability to leverage technology that coordinate/organize work, keep track of priorities, and used in corporate communication. A high proficiency working with Microsoft Office suite of products is required, including advanced Excel skills.

What's in it for you:

Commitment to creating a diverse, equitable and inclusive culture that promotes a sense of belonging and represents and reflects the needs of the communities we serve.
A flexible, hybrid work approach that allows colleagues to find balance between their professional and personal lives and making the most of the benefits of working remotely and purpose-driven in-person collaboration opportunities.
A defined contribution pension plan, where IO contributes the equivalent of 5% of a full-time employee’s annual salary, with an option for IO to match an additional 5% contribution made by the employee. IO also offers a Group Retirement Savings Plan and Group Tax Free Savings Account, designed to help IO colleagues plan and save for their future.
A comprehensive package that covers health, dental, vision, out-of-country care, paramedical services, and more.
A pregnancy and parental leave program that offers expecting, eligible employees a top-up to 95% of their annual base salary for 31 weeks, and our parental leave program offers eligible employees a top-up to 95% of their annual base salary for 15 weeks.
Access to our $1000 Healthcare Spending Account to top up expenses not covered in the benefits program and a Lifestyle Account that expands the eligibility of health and wellness options and can include coverage for fitness equipment, nutrition counselling or financial planning.
Support for professional development opportunities for all colleagues through a broad range of learning programs that include in-person and online training, leadership development, and support for colleagues’ well-being. IO will also cover the costs associated with up to two membership and licence fees per year for eligible colleagues if directly related to the employee’s role.
Access to a suite of virtual healthcare options to support non-urgent medical needs

NOTE:

This posting will close on Thursday December 12, 2024 at 5:00 pm.

Please note that interviews will occur on a rolling basis until the role is filled.

The hiring range for this position is $60,900 – $91,400, with a corresponding job level of S3.

The exact compensation will align based on the skills, knowledge and experience of the candidate.

After reviewing the qualifications listed above, we want you to know that we understand you may not meet all the qualifications described, but still encourage you to apply, as you may have other relevant expertise and experience that you can bring to the role.

At Infrastructure Ontario, we strive to create a culture that encourages a diverse equitable and inclusive environment that fosters belonging. We believe that experience comes in many forms and through learning from each others’ differences and perspectives gives us strength. We are committed to enhancing our culture and encourage applications from all walks of life. Let us know if you require any accommodations for the selection process, by contacting the Talent Acquisition Team.

Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience will be taken into consideration as applicable to the posted position.

At Infrastructure Ontario, we use AI in our applicant tracking system to improve the efficiency and fairness of recruitment. Your application will be reviewed by both AI and our hiring team for a thorough evaluation. Please note that final hiring decisions are made solely by our experienced hiring team.