Role overview

Resume Due Date: Wednesday, July 03, 2024 (5:00PM EST)

Number of Vacancies: 1

Level: Band K

Duration: 6 months

Hours of work: 35

Location: 700 University Avenue (100% onsite)

Job Overview

Perform secretarial and administrative support services relating to the overall administrative operation of the Vice-President's office.

CORRESPONDENCE:

Prepare and manage the administration of correspondence covering a broad array of subject matter including reports and statistical data, labour relations material including bargaining agenda material. grievances and arbitrations, submissions for approval, response to criticisms and complaints and general administration. Clients would include external organizations (Government, Corporate Management as well as internal recipients such as OPG Executive, Board of Directors and various line managers). Requires composing routine and non-routine correspondence on own initiative in response to requests, queries, complaints, etc.

MEETINGS:

schedule and make all necessary arrangements for meetings and conferences such as the preparation and distribution of agenda and handouts, acquiring of meeting room, accommodation, notification of participants, arranging for audiovisual or other equipment, preparing and issuing meeting notices, typing of minutes of the meeting covering numerous items such as labour relations, negotiations, organization structure, staffing etc.
Ascertain agenda items for scheduled meetings by canvassing staff who normally have input to such meetings and otherwise assist Supervisor or others in developing the agenda. Attempt to ensure that persons having specific input to planned meetings will be present, and make alternative arrangements when problems develop. Where required, ensure that a quorum of committee members will be in attendance at meeting. Ensure that Supervisor has all required materials and reference materials relating to items on the agenda, and that Supervisor's staff have made any obligatory input. Prepare or arrange for the preparation of handouts, graphic displays, slides, overheads, etc., as requested by the Supervisor or other participants.
Review meeting agendas originating in other organizations or external to OPG which requires input by Supervisor or other staff. Contact originating body as necessary to clarify intent of items or to obtain additional information regarding required input. Ensure that Supervisor and/or other parties are adequately briefed for the meeting and take all required reference and support materials required.
Make all necessary travel and accommodation arrangements for Supervisor and staff, following appropriate travel policies, including obtaining appropriate approvals for out of province and out of country travel.

MAIL PROCESSING:

Receive, open and sort mail addressed to Supervisor. Determine from content whether to forward to Supervisor or redirect to other staff. Assist Supervisor in handling of correspondence by arranging same into groups in order of priority requirements. May identify salient or central issues requiring attention and make pertinent notations in margins to draw Supervisor's attention to related issues as appropriate, etc.
Determine from correspondence whether Supervisor may require information from files, records, agreements, contracts etc. to facilitate his/her response. Search source records to locate required data. Assemble data into appropriate format for Supervisor's effective use.
Process outgoing mail for Supervisor and/or staff. Handle or otherwise be responsible for bulk distribution requirements. Maintain up-to-date various distribution mailing lists.

TIME MANAGEMENT:

Participate with Supervisor in the setting of priorities and the scheduling of his/her work projects and activities, advising relative to status of current work, target dates, scheduled action/meetings etc., and other related demands on Supervisor's time. Discuss impact on available time of new or pending assignments and assist Supervisor to incorporate same into the work schedule. Maintain referral and follow up control logs to keep Supervisor informed of impending actions, progress, etc.
Coordinate access to Supervisor. Maintain Supervisor's calendar regarding meetings, appointments and screen calls and visitors, being mindful of established priorities. If Supervisor is not available, use own judgment to refer caller to others, as appropriate. Set up priority for requests and where possible and prudent refer same to other knowledgeable staff for action or, within prescribed limitations, respond personally to request providing required information or service. Take any action considered necessary to protect the Supervisor from excessive and/or unwarranted demands on his/her work time.
Provide information to callers or request information from internal and external contacts at all levels, up to and including senior management, in subject areas agreed upon with Supervisor and within bounds of confidentiality restrictions.

INFORMATION MAINTENANCE:

Establish and maintain physical and electronic records for exclusive use of the Supervisor. Manually, file materials in accordance with a prescribed filing system assigning location codes; extract files or file content upon request of Supervisor and maintain record of removed files, etc.
Maintain appropriate retention schedules for information, complying with retention policies.

CLERICAL/ADMINISTRATIVE:

Receive and process information from others in the form of periodic routine reports, administrative forms or other routine format covering a broad array of subject matter such as time reporting, work project control, personnel/labour relations activities, budget feedback, performance/disciplinary matters or reviews, vacation requests etc. Consolidate, compile, prepare required forms, summaries etc. and/or take required routine actions to implement results.
Prepare schedules for the receipt of important approval documents to fit in with schedule of Board meetings, Executive Office meetings, Supervisor's schedule etc. and oversee the flow of approval documents through the process. Receive approval documents (purchase requisitions, purchase approvals, Executive approvals, Board Memoranda etc.) for approval by Supervisor or higher authority. Check for proper format, ensuring that appropriate authority has been requested; obtain supporting data/explanations from originators for unusual requests and submit to Supervisor for signature. Review forms, reports and other forms of information to be processed (time reports, expense reports, computer output reports, etc.,) for conformity to all governing requirements (policies, collective agreements, Human Resources Policies and Procedures etc. where pertinent, to ensure accuracy of calculations, account distribution and the like.
Perform a liaison function between Supervisor and others to pass along Supervisor's instructions to staff/clients, etc., to provide advice as to Supervisor's expectations, to expedite work as necessary to achieve deadlines, and to maintain continuity of objectives and practices across organizational lines. Perform liaison services with various Corporate groups such as, those involved in budget preparation and control, performance pay, records management, etc., attending meetings and providing feedback to Supervisor and/or staff regarding requirements or changes to requirements.

MISCELLANEOUS:

Arrange for the provision of relief when on vacation or during other types of prolonged absence and for periodic assistance to deal with high workload situations.
Prepare electronic purchase orders, cheque requisitions and effect other IT actions on behalf of supervisor. Liaise between building management or business unit services to arrange for changes, relocations etc. of space and telephone services as necessary.

Qualifications

4-year university degree in business administration, finance, communications or executive assistant certificate, diploma, degree 3 or more years of executive administrative assistant experience