Executive Assistant

Opportunity Reference #: 
800-57-18
Reports To: 
CEO/President and General Counsel
Department: 
Executive/Legal Services
Location: 
North Bay
Posting Date: 
Friday, August 4, 2017 - 2pm
Closing Date: 
Monday, August 21, 2017 - 11pm

ACCOUNTABILITY STATEMENT:

Under the direction of the President and CEO and the General Counsel/Corporate Secretary, the Executive Assistant is responsible for providing a wide variety of confidential administrative support to the President and legal assistant support to Legal Services.  This position will also provide support to the Corporate Secretary for Commission and Committee meetings.

 

RESPONSIBILITIES: 

  • Serves as a point of contact for client departments, senior managers, senior external contacts and members of the Commission with the Executive Office and Legal Services, providing an initial response to inquiries.

  • Receive and organize communications to the President and General Counsel using independent judgment and/or consult todetermine those requiring priority attention

  • Anticipate, identify and manage emerging issues and challenges

  • Prepare correspondence, reports and presentations as required

  • Provide support to the Commission including preparation of Commission and committee meeting materials and recording and creating minutes at Commission, committee and senior staff meetings

  • Provide all administrative support including handling sensitive and confidential matters

  • Coordinate meetings with staff and external stakeholders on behalf of the President and General Counsel

  • Assist the President and General Counsel with administration of department budgets and expenditures

  • Attend meetings, take minutes and follow up on action items

  • Coordinate and provide support for corporate related department activities, e.g. annual reports, budget process and reporting activities, health and safety related work and other reports as necessary

  • Research, review, develop, implement and monitor best practices, polices, and procedures to optimize administration, including the areas of information management and organizational practice

  • Responsible for management of all litigation matters, insured and uninsured and preparation of litigation materials

  • Responsible for management of all third party claims against the corporation, including obtaining appropriate incident reports, requesting additional information, preparing documents for insurer notification and liaising with the adjuster regarding claims

  • Responsible for management of all freedom of information requests, including collecting records from departments and preparation of draft response to the FOI request

  • Maintenance of all filing systems for Legal Services and the Commission, including active, closed and archived files, ensuring that proper archiving and retention of documents in electronic format

  • Lead administrator for implementation of new software solutions

  • Responsible for maintenance and regular updates to thedepartmental work plan on behalf of the General Counsel

  • Perform other duties as required by the President/CEO, General Counsel and Commission as required from time to time

 

REQUIREMENTS:

  • Minimum 5 years’ experience in a senior level administrative position, preferably in a public sector organization

  • University Degree or College diploma in related discipline or equivalent experience

  • Extensive knowledge, experience and learned skills in a broad range of practice areas, with emphasis on litigation, civil procedure, claims management and corporate.

  • Knowledge of legal practices and procedures, terminology, legal processes, document preparation and legal office procedures

  • Working knowledge of public sector organizations and ability to work in a politically sensitive environment

  • Ability to deal with highly confidential and sensitive issues

  • Excellent interpersonal and communication skills and demonstrated ability to collaborate with multiple stakeholders, including the public, public sector partners and First Nations stakeholders.

  • Ability to exercise sound judgment in conflict situations with internal and external parties.

  • Aptitude to identify issues, analyze and interpret data to make recommendations in concise and comprehensible format

  • Independent self-starter with excellent time management skills, problem solving and strategizing skills

  • Ability to work effectively in a team environment.

  • Above average ability with a variety of software programs including MS Word, PowerPoint, and Excel.

  • Experience working with provincial ministries and/or agencies would be an asset.

  • Fluency in both official languages (English and French) will be considered an asset

We thank all applicants for their interest; however, only those selected for an interview will be contacted. Qualified individuals are invited to apply in writing with a current covering letter and resume (provided in one document), stating reference name and number.

Ontario Northland is an equal opportunity employer. Accommodation is available for applicants with disabilities throughout the recruitment process. Please contact Human Resources. Pour des renseignements en français composez le 1.800.363.7512 poste 276.

 

 

How to Apply

Fax:705.475.5055
Mail:Attn. Human Resources Business Partner
Ontario Northland
555 Oak Street East
North Bay, ON
P1B 8L3

Interested in moving to the north?  Learn about the communities where we do business:

North Bay

Cochrane

Englehart

Timmins

Rouyn-Noranda

Moosonee