Executive Support Coordinator

WHAT WE OFFER

Consistently named one of Canada's Best Employers by Forbes, we offer a collaborative, progressive workplace that takes pride in our organizational culture and is committed to living The 13+ Factors of Psychological Health and Safety in the Workplace – aligned with our vision to create strong, caring and safe communities both within and outside our walls.

• Defined Benefit Pension Program - With the Ontario Municipality Employees Retirement System (OMERS) defined benefit pension plan, you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full-time employee and includes employer-matched contributions.
• Employer of Choice - Recognized as the highest-ranking government employer in Canada and fourth overall among 300 organizations.
• Benefits and Wellness - Employees and their loved ones have access to an employee health care spending account, access to a 24/7 Employee and Family Assistance Program and corporate discounts and purchase plans for day-to-day products and services. Casual employees are eligible to receive payment in lieu of benefits and/or vacation.
• Inclusive and Diverse Workforce - We're committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential, participate freely in society and live with respect, dignity and freedom from discrimination. Our robust Inclusion, Diversity, Equity and Accessibility program continues to grow, and has been recognized by the United Nations and many other organizations for our leadership.

ABOUT THE ROLE
This position is responsible for providing operational and administrative support to the Office of the CAO, optimizing workflow and tracking systems, streamlining processes, and ensuring organizational efficiency to support the achievement of strategic objectives. Providing administrative support to the Executive Advisor and Liaison including handling sensitive and confidential issues, conducting research, preparing documentation, correspondence and minutes and efficient tracking of action items and deliverables. 
WHAT YOU'LL BE DOING

•    Prioritizes conflicting needs; handles confidential and sensitive matters expeditiously, proactively, and follows-through on projects to successful completion.
•    Keeps the Executive Advisor and Liaison well informed of upcoming commitments and responsibilities, following up appropriately. Anticipates needs in advance of commitments and provides a proactive approach towards support duties / initiatives. 
•    Provides confidential administrative support, including support for ongoing projects, preparing confidential correspondence, and responding to messages.
•    Effectively manages schedule and calendar details, prioritizes open action items and pro-actively troubleshoots and resolves scheduling conflicts. This includes organizing and coordinating meetings - including virtual and phone meetings, managing and tracking invitations, coordinating agendas, and facilitating communication. 
•    Conducts research, and acts as an intermediary to ensure information and materials are relayed to, and acted upon, by the appropriate parties within prescribed timeframes.
•    Provides executive support services including routine decision-making related to escalation, delegation and access based on priorities of the Executive Advisor and Liaison.
WHAT WE'RE LOOKING FOR

•    Successful completion of a College Diploma in Public Administration or Business Administration or approved equivalent combination of education and experience. 
•    Minimum five (5) years experience in office / project coordination including experience providing administrative support at a senior level.
•    Demonstrated experience in research, analysis and interpretation of data.
•    Demonstrated ability to prioritize and complete multiple tasks on time and at high quality and to shift priorities quickly.
•    Excellent time management skills and ability to prioritize tasks and projects with a sense of urgency and sound judgment.
•    Ability to think critically and solve problems effectively.
•    Ability to make independent decisions using sound business judgment to enable effective prioritization of items requiring immediate action, along with any pertinent information to facilitate decision making.
•    Ability to be diplomatic, tactful and use discretion and confidentiality in all situations with both internal and external partners.