Job Description

The Role:
The ideal candidate will be a highly organized administrator with great time management and project planning skills, who possesses a strong sense of urgency, diplomacy, and political acuity. Best suited to someone with knowledge of project management and at is at ease independently drafting correspondence and documents for the CEO. Prior experience working with boards is essential and knowledge of governance and board operations will prove beneficial. A high level of trust is involved given the exposure to confidential/sensitive information where disclosure might have a significant impact on staff or internal/external stakeholders.

Team interaction is essential to ensure the effective operation of the CEO office. The activities undertaken by this position impact the Management Group, Board of Directors, Committees, Task Forces and Working Groups. Attention to detail and being confident in identifying and seeking clarity in a sometimes fast paced and ambiguous setting are key to achieving success in this role.

Interested candidates should be able to demonstrate confidence in their knowledge and expertise and enjoy autonomous work. They should be exceptionally organized, have excellent communications skills (both written and verbal), and take pride in contributing to the efficiency of our business by providing personalized and timely support to the CEO.

Position Responsibilities

• Act as the point of contact among executives, employees, clients and other external stakeholders
• Manage information flow in a timely and accurate manner
• Manage CEO’s calendars and set up meetings
• Make travel and accommodation arrangements
• Format information for internal and external communication – memos, emails, presentations, reports
• Take minutes during meetings
• Screen and direct phone calls and distribute correspondence
• Organize and maintain the CEO filing system

Qualifications and Experience

• Post-Secondary Diploma or Degree from a college or university in a related field or demonstrated combination of work experience and education.
• 10+ years’ progressive executive administrative related experience, preferably in a regulatory environment, or equivalent.
• Outstanding organizational and time management skills.
• Capacity to manage, with minimal supervision, variable workloads, and multiple tasks, set priorities and meet deadlines.
• Ability to perform, make decisions and problem-solve under pressure, exercising initiative and sound judgment.
• Able to establish and maintain efficient organizational systems
• Understanding of the business of a regulatory authority and its role in the marketplace
• Excellent interpersonal and communications skills; able to build and maintain relationships with Ministry staff, internal staff, industry associations and a variety of other stakeholder groups or individuals
• Proficient in Minute Taking/Preparation and Microsoft Office Products
• Excellent MS Office knowledge
• Discretion and confidentiality