Executive Assistant, Corporate Services - Burlington, Canada - The MEARIE Group

The MEARIE Group

Verified Company

Burlington, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

EXECUTIVE ASSISTANT, CORPORATE SERVICES

ABOUT THIS ROLE
Burlington Hydro Inc. ("BHI") is currently seeking an Executive Assistant, Corporate Services.

Reporting to the EVP, Corporate Services & Chief People Officer, this position is responsible for providing comprehensive senior administrative support to the Senior Executive Team and Board of Directors of Burlington Enterprises Corporation and its affiliates Burlington Hydro Inc.

and Burlington Electricity Services Inc.

The position serves as a liaison and main point of contact between the senior leadership, Board members, staff, Shareholders and external stakeholders, including members of the public.

Work assignments may be complex, and considerable judgment, tact, and initiative are required to respond to requests from internal and external stakeholders.

This is an on-site position.

CORE RESPONSIBILITIES

Provide proactive and timely administrative and office management support for daily activities to all executive team members
Proactive calendar management includes maintaining the executive team's work schedules and calendars, particularly the CEO/President
Provide support with updating and maintaining corporate governance records such as risk and legal register, manuals, and annual governance schedule
Attend board meetings, document meeting minutes, and prepare board materials. Prepare and review all documents, reports, and correspondence for executive signatures for format, content, grammar, spelling and make edits as necessary
Manage and maintain Dilitrust
Board governance online portal
Prepare draft reports, presentations, background documentation, and research for the executive team
Arrange and attend senior leadership meetings and annual general and shareholder meetings, as well as take and transcribe meeting notes/minutes when required
Coordinate and support the AODA/Privacy Officer in managing the privacy and AODA programs, including ensuring the privacy governance framework and program are maintained and in accordance with applicable legislation
Receive, respond, and process access to information requests in accordance with applicable legislation
Coordinate and manage the accessibility and compliance framework in accordance with AODA legislation under the direction of the EVP, Corporate Services
Oversee and manage records retention practices such as but not limited to service level and legal agreements, including tracking and accurate filing
Receive, open, and distribute incoming confidential mail and other material and coordinate the flow of information internally and with other departments and organizations
Prepare routine departmental correspondence and reports, maintain records, and file management, both written and electronic
Maintain departmental supplies and prepare purchase requests
Present a positive and professional image of the executive office to all internal and external stakeholders
Maintain high confidentiality and professional interactions with employees, management, and the public
All other duties as assigned

WHAT WE ARE LOOKING FOR

Post-Secondary Degree or Diploma in business/office administration or equivalent experience
A minimum of three (3) years of business administration/executive assistant experience
Prior experience supporting C-Suite and/or a Board of Directors is preferred
Experience working in a legal or political environment would be considered an asset
Comprehensive experience performing administrative support duties to senior management, handling various administrative matters and coordination
Experience preparing confidential materials and information for management, with proven ability to handle sensitive issues and exercise independent judgment
Relevant administrative experience, including calendar management, taking minutes of meetings and preparing reports and presentations

WHAT YOU'LL NEED TO BE SUCCESSFUL

Demonstrated knowledge in understanding and working with MFIPPA and PIPEDA legislation and relevant experience in the privacy/Freedom of Information (FOI) field is preferred
Demonstrated knowledge in understanding and working with the Ontarians with Disabilities Act (ODA and the Accessibility for Ontarians with Disabilities Act (AODA, 2005)
Exceptional customer service, relationshipbuilding, and collaboration skills and the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, with members of the public and external stakeholders
Selfdirected and able to work effectively with mínimal supervision
Knowledge of modern office methods and procedures, office equipment, and records management (electronic and manual)
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

WHO WE ARE
Established in 1945, Burlington Hydro is a local distribution company (LDC) serving the City of Burlington, with a total licensed service area