Assistant to the CEO

at  Information Services Corporation

Company Name:
Information Services Corporation
We are ISC, an industry leading employer with a global presence. We provide registry and information management services for public data and records to our customers. Our mission of putting the right information in the right hands, at the right time, means more than just using the right technology. Our people are what drives our innovation, growth, and well-being.
We are looking for an Assistant to the CEO, accountable for the daily operations of the CEO’s office. This position supports the CEO in reaching their goals and objectives and those of the corporation, and is required to make independent decisions regularly.
This is done primarily through day-to-day management of the CEO’s office and includes, but is not limited to the following:

Optimize time management for the President:

• Support the management of the CEO’s time by effectively booking appointments and meetings and ensuring start and end times are adhered too.
• Anticipate needs of the CEO to efficiently maximize time by prioritization.
• Ensure meetings are organized by compiling meeting materials and agendas, briefing the CEO prior to meetings and ensuring all meeting participants are clear on meeting intent and have required resource materials This includes ensuring that information is provided in the correct format and medium and, on occasion, requesting material prior to the meeting.
• Arrange logistics of meetings, which involve the CEO, including catering, travel arrangements and boardroom/equipment set up, etc.
• Supporting the CEO responsibilities may require availability beyond regular working hours to manage and respond to requests in a timely manner.

Act as a liaison for the President’s office to all areas of the corporation:

• Act as a liaison for the CEO’s office to all areas of the corporation as well as the Board of Directors, customers, stakeholders and investors.
• As directed by the CEO, disseminate information on behalf of the CEO, either verbally or in written form.
• Receive information, correspondence and material on behalf of the CEO, ensuring the CEO receives it in an orderly, prioritized efficient fashion.
• Follow-up with staff or other stakeholders on behalf of the CEO for requests for information and achieving timelines.
• Liaise regularly with other company executives, their leadership teams and external customers.
• Respond independently on behalf of the CEO, when appropriate.

Perform administrative duties in the CEO’s office including:

• Address calls and e-mails on the CEO’s behalf. Assess urgency and needs of the caller/e-mailer and determine action required.
• Draft and create memos, briefing notes, presentations, charts and various reports using Word, Excel and PowerPoint, ensuring accuracy, creativity and timeliness
• Prepare correspondence for CEO’s signature in follow-up to customer meetings, employee recognition or in response to incoming correspondence. This includes:
• Communicating with staff for clarification of information in their areas of expertise or research for information;
• Delegating responsibility for preparation of the CEO’s correspondence when a specific area of expertise is required in the response; and
• Reviewing all correspondence prepared for the CEO’s signature, ensuring content is appropriately addressing issue, and checking for spelling, grammar and format.
• Complete and submit travel and expense claims on behalf of the CEO.
• Create and maintain filing system for CEO’s office.
• Maintain a high level of confidentiality in all interactions and maintain confidential files.

Executive Office and Corporate Activities:

• Provide support to the Executive and Senior Leadership Teams. This includes coordination of the Executive Team meetings by developing agendas, coordinating logistics, taking minutes and tracking follow-ups.
• Provide support and coordination to the Executive Team on various initiatives that require all their input/participation.
• Provide leadership and mentorship to Executive Assistant team in the Executive Office and other junior clerical staff in the organization as required.
• Prepare budget forecast for the Executive office and update quarterly. This includes compiling submissions from all the members of the office and working with them if changes are needed, as well as completing reports and reconciling information and reports.
• Manage and submit invoices for division to accounts payable in a timely manner.

Lead and manage the corporate reception function at head office:

• Manage the main receptionist area and corporate phone line
• Manage and coordinate activities within the Office of the CEO, including making operational recommendations and implementing process improvements to maintains a high degree of professionalism and customer focus.
• Participate in special projects on behalf of the Executive office as required

What you’ll need:

• Post-secondary diploma or degree in office or business administration.
• 5+ years’ experience in providing administrative support in a senior management or executive capacity.
• Ability to balance multiple priorities with minimum direction while meeting deadlines.
• Flexibility and adaptability to changing priorities and demands.
• Displays high levels of professionalism and discretion.
• Thorough and accurate, with a strong attention to detail to ensure quality work.
• Capacity to handle extremely sensitive and confidential information.
• Strong work ethic and ability to multitask with little or no supervision.
• An exceptional communicator, both verbally and in writing to a variety of audiences.
• Ability to work with competing priorities.
• Experience in managing complex schedules, multitasking, and creating systems for efficiency.
• Proficiency in Microsoft Office Suite.
• Knowledge of or competency to learn all business units in the corporation and their functions.

What we offer:

We believe in progress with purpose:

• Innovative technology
• A record of sustainable growth
• Investment in diversifying lines of business

We support your growth:

• Career development opportunities
• Education support

We care about people:

• Competitive salary and benefits package
• Hybrid work schedule
• Recognition programs

Help us put the right information in the right hands, at the right time. If this opportunity interests you, you are encouraged to apply by November 22, 2024, however this position will be posted until filled. We would like to thank all candidates for their interest, however, only those selected to continue in the recruitment process will be contacted.
A little more about us:
ISC (TSX: ISV) is a leading provider of registry and information management services for public data and records. Throughout our history, we’ve excelled at delivering value to government, to industry and to our community. We are the partner of choice for governments and private sector organizations seeking solutions across the information management spectrum.

Perform administrative duties in the CEO’s office including:

• Address calls and e-mails on the CEO’s behalf. Assess urgency and needs of the caller/e-mailer and determine action required.
• Draft and create memos, briefing notes, presentations, charts and various reports using Word, Excel and PowerPoint, ensuring accuracy, creativity and timeliness
• Prepare correspondence for CEO’s signature in follow-up to customer meetings, employee recognition or in response to incoming correspondence. This includes:
• Communicating with staff for clarification of information in their areas of expertise or research for information;
• Delegating responsibility for preparation of the CEO’s correspondence when a specific area of expertise is required in the response; and
• Reviewing all correspondence prepared for the CEO’s signature, ensuring content is appropriately addressing issue, and checking for spelling, grammar and format.
• Complete and submit travel and expense claims on behalf of the CEO.
• Create and maintain filing system for CEO’s office.
• Maintain a high level of confidentiality in all interactions and maintain confidential files

We believe in progress with purpose:

• Innovative technology
• A record of sustainable growth
• Investment in diversifying lines of busines