Executive Assistant - Toronto, ON, Canada - Workplace Safety and Insurance Board

Description

Our people have different ways of working and lifestyles. We're committed to a mix of working in the office, in the field and from home. You have some flexibility in terms of where and how work gets done to help you balance your personal life and career goals.

About the Workplace Safety and Insurance Board (WSIB)

We're here to help. When an injury or illness happens on the job, we move quickly to provide wage-loss benefits, medical coverage and support to help people get back to work. Funded by businesses, we also provide no-fault collective liability insurance and access to industry-specific health and safety information. We are one of the largest insurance organizations in North America covering over five million people in more than 300,000 workplaces across Ontario. For more information, visit .

At the WSIB, you'll have the opportunity to:

• explore many career paths and follow your passion
• continuously learn and grow professionally
• be recognized for the great work you do
• participate in programs that support your health and wellbeing

You'll also receive a competitive salary, along with a comprehensive benefit package and defined benefit pension plan.

Salary Grade: N06 From: $77,627.00 To: $97,034.00

Currently, the People Cluster has a need for Executive Assistants in the following areas.

• Labour Relations, Healthy Workplace, and People Systems & Administration (1 permanent vacancy): This role will support two Vice Presidents, the VP of Labour Relations & Healthy Workplace, and the VP of People Systems and Administration.
• Talent Acquisition, HR Business Services, and Equity, Diversity & Inclusion (1 permanent vacancy): This role will support two Vice Presidents, the VP of Talent Acquisition & HR Business Services, and the VP of Equity, Diversity & Inclusion.
• Learning & Organizational Development (1 permanent vacancy): This role will support the VP of Learning & Organizational Development.

In this role you will assist the Vice-President(s) in the administration of the day-to-day activities and special projects of the office, the co-ordination of divisional responsibilities and by providing research and background information necessary to facilitate executive action and decision making.

Major Responsibilities:

• Act as a central point of contact on behalf of the Vice-President in dealing with a range of issues and requests from internal and external clients and vendors:
  • Conducting research and preparing recommendation on best approach/solution
  • Presenting recommendations to the Vice President and/or advising business areas on same
  • Preparing written comprehensive summary reports and executive correspondence for the Vice President's signature
• Plan and coordinate the activities of the division including:
  • Coordinating the logistics of events and group meetings
  • Building agendas including coordination of guest speakers
  • General calendar management and arranging large group meetings
  • Meeting material coordination, research, document preparation and some note taking
  • Coordination of conferences including travel and other out of town work events
  • Relevant approvals on behalf of the VP
  • Submission of milage/expenses
• Review materials received by the VP office to identify issues of importance and provide relevant commentary and advice, including analysis, anticipation of barriers, gathering/seeking information and ensuring sign off.
  • organizing/coordinating input for Division level reports/documents
  • ensure materials are queued for VP review and/or approval
• Co-ordinate reporting requirements (i.e., Monthly/Quarterly Cost and Budget Variance, Forecast Reports and Month in Review) with management team. Applying basic understanding of financial concepts and business acumen, consolidate and ensure comprehensive information and analysis is delivered on a timely basis. Advise of possible overspends and offer solutions to control expenses.
• Ensure documents going to T1/ECT are submitted via proper channels, using correct templates by deadline; work with other Executive Assistants to ensure VP is scheduled to be on the ECT/T1 agenda.
• Participate as a member of the divisional management team providing information, advice, and guidance to program heads on divisional matters; identifying, prioritizing, and analyzing issues and providing recommendations and guidance to Vice President, other divisional Vice Presidents, and program heads.
  
  
• Co-ordinate project work on matters requiring investigation, research and analysis including identifying resources, allocation of work based on priorities and established goals and objectives for the completion of the project, consolidating the research findings and preparing final submissions with appropriate recommendations for the Vice President's review.
  
  
• Create, design, and maintain reports as required ensuring comprehensive information and analysis along with timely delivery. Ensure accuracy and integrity of data, information through analysis, research, and collaboration with Divisional staff.
  • Review, edit, consolidate, and format reports, presentations and memos received from division management and staff for content and style before submission to internal and external clients.
    
    

Job Requirements:

• Education:
• Undergraduate Degree
• Experience:
  • Minimum 5 years – including 2 years' experience in a similar role
  • Advanced skills in MS Office applications such as MS Forms, Excel, PowerPoint.
  • Experience in public sector and unionized environments considered an asset.

Our commitment to equity, diversity and inclusion

We respect and value the diversity of our people. We strive to create an environment where employees can be themselves and where our differences are celebrated.

The WSIB is committed to being accessible and inclusive, and following barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please let us know when we contact you and we will work with you to meet your needs.

Disclosing conflicts of interest

As public servants, employees at the WSIB have a responsibility to act in an ethical way at all times to create a respectful workplace and maintain public trust. Job applicants are required to disclose any circumstance that could result in a real, potential or perceived conflict of interest. A conflict of interest is any situation where your private interests may impair or be perceived to impair the decisions you make in your official capacity. This may include: political activity, directorship, other outside employment and certain personal relationships (e.g. with current WSIB employees, customers and/or stakeholders). If you have any questions about conflict of interest obligations and/or how to make a disclosure, please contact the Talent Acquisition Centre at .

Privacy information

We collect personal information from your resume, application, cover letter and references under the authority of the Workplace Safety and Insurance Act, 1997. The Talent Acquisition Centre and WSIB hiring parties will used this information to assess/validate your qualifications, determine if you meet the requirements of vacant positions and/or gather information relevant for recruitment purposes. If you have questions or concerns regarding the collection and use of your personal information, please contact the WSIB's Privacy Office at . The Privacy Office cannot provide information about the status of your application.

As a precondition of employment, the WSIB requires that prospective candidates undergo a criminal records name check any time before or after they are hired.

To apply for this position, please submit your application by the closing date.

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