Executive Assistant, Generation

at  Portage Power

Please Note: If you are a current Portage Power employee with access to Workday, apply to this job via the Workday application.
At Energy Ottawa Inc., we have the power to transform the future.
As the largest municipally-owned producer of green power in Ontario, our work produces enough clean, renewable energy to power 107,000 homes annually. That focus on environmental responsibility unites us and fuels our work.
We are looking for trailblazers and innovators to join us as we build an energy future that will keep our City and our planet green for generations to come.
Are you ready to make a difference in our community?

JOB SUMMARY:

The Executive Assistant, Generation manages the administration of the senior management team and is responsible for controlling the calendar, reviewing, prioritizing, and answering mail, requests for meetings, phone calls and other items based on strategic and daily priorities. The Executive Assistant, Generation liaises with the Board of Directors, members of the Executive Management Team and senior executives from other organizations, providing support to other Executive Assistants, establishing and maintaining document management systems, and actioning or responding to routine items on the senior management team members behalf.

EDUCATION AND EXPERIENCE

• Post-secondary education in a related field, preferably in Office/Business Administration
• Minimum 3 years’ experience managing the administration of an Executive or Senior Manager’s office
• Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements
• Strong computer skills; proficient in the use of office productivity and collaboration tools, preferably Google Workspace
• English essential, both oral and written; Bilingual (English/French) considered an asset
  This is a management group opportunity and salary will be commensurate with qualifications.
  Energy Ottawa offers a Hybrid Work Model. Hybrid work is position specific, the details of which the hybrid model will be discussed with successful candidates.
  Energy Ottawa may use artificial intelligence (“AI”) during the recruitment process to aid in the screening and selection of candidates.
  Location:
  Ottawa, ON
  Posting End date (if applicable):
  October 18, 2024
  Portage Power is committed to establishing a qualified workforce that reflects the diverse population it serves and we encourage applications from all qualified individuals. We are also committed to preventing and removing barriers to employment for people with disabilities, and we invite you to inform us should you have any accessibility or accommodation needs.
  Applicants must be legally entitled to work in Canada

• Establish, revise and maintain office organization and procedures to ensure efficient operation; recommend improvements
• Adopt and champion new technologies and business processes as required
• Manage office supplies and equipment; order and maintain inventory, negotiate with vendors, and troubleshoot equipment issues
• Coordinate facilities management; arrange repairs and maintenance, oversee cleaning and security services, and manage space allocation
• Analyze incoming mail and correspondence for distribution/action by appropriate staff; initiate action on routine or procedural matters
• Assess the nature and sensitivity of verbal and written requests, and take appropriate action
• Prepare routine responses for signature; research and collect relevant documentation regarding more complex responses
• Liaise with internal / external communications / media advisors; as request, assist with coordinating the distribution of internal / external new releases
• Liaise with consultants retained; schedule meetings and process invoices for payment
• Liaise with important clients regarding customer enquiries, requests for information as well as requests for attendance / representation at meetings
• Manage internal communication; ensure effective communication within the office and across divisions
• Field general questions / concerns raised by staff including fellow Executive Assistants pertaining to policies, procedures and resources
• Ensure the management of the Executive Management Team members’ time by scheduling appointments, make travel and other arrangements, which may include booking rooms, refreshments, etc.
• Plan events, such as office parties / BBQs, off-site workshops, as well as retreats. May include itinerary planning, travel, and overnight accommodation including negotiating corporate rates and assisting facilitators in preparatory plans
• Perform Recording Secretary functions including scheduling meetings, drafting and distributing agendas, recording minutes and following up on action items
• Receive visitors
• Reconcile and prepare corporate expense claims (Credit Card Account and Cash Expenses)
• Enter requisitions and assist with procurement of software and services
• Monitor and assist with budgets and work orders; reconcile/process invoices using accounting principles
• Screen telephone calls, respond to and direct enquiries, calm customers whose concerns have escalated to the Executive level
• Maintain the security of highly sensitive and confidential matters
• Undertake special assignments as requested and perform other duties as required