About us:

Invest Ontario is an independent agency dedicated to securing private sector strategic business and capital investments that will support economic development, resiliency, and job creation in Ontario. We work hard to bring new opportunity to the province.

At Invest Ontario, you will learn and grow alongside a cohort of talented people from diverse backgrounds and industries. You will work in a collaborative, fast-paced and dynamic environment where you are encouraged to be your best self and given the opportunity to make a meaningful impact.

About the opportunity:

We are seeking an Executive Assistant for the CEO. This is a key position with a high level of responsibility, internal visibility, and impact.

The ideal candidate is curious, resourceful, solution focused and service oriented. They will thrive in a fast-paced environment. At its core, this position is about relationship building and workflow management. It presents an unparalleled learning opportunity, giving you a front row seat to the establishment of a new agency and the evolution of key sectors and industries.

Executive Assistant to the Chief Executive Officer

Location: 250 Yonge Street, Toronto ON (hybrid – average 3 days per week in office)
Salary: $80,450 - $95,675

In this role you will serve as a trusted partner to the CEO, delivering against the administrative and corporate service needs of our agency. You will work directly with the CEO, supporting all aspects of his daily work routine. You will also provide administrative support to the CEO’s office and, coaching to other administrative staff at Invest Ontario.

You will be the hub and heart of our organization, coordinating operations, connecting projects, and ensuring meetings and materials are effective. You will be responsible for:

  1. Calendar and schedule management (including managing the flow of the day)
    • Maintain the CEO’s calendar, including scheduling meetings, preparing agendas, appointments, speaking engagements. Exercise discretion in committing time and evaluating needs
  2. Meeting preparation, management, and follow-up
    • Organize and prepare for Board, executive, management, and staff meetings, including gathering documents, attending to meetings logistics, taking notes, drafting and distributing minutes, and ensuring appropriate follow-up
    • Provide support in the development of strategic presentations as required
  3. Office management
    • Facilitate payments and track spend against the CEO’s office budget
    • Oversee general office management, including troubleshooting and fixing any issues with facilities, phones, computers, printer/copiers
    • Keep track of office supplies and lead procurement when stock diminishes
  4. Information management
    • Create and maintain a physical and digital information management system
    • Maintain contact database
    • Provide information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in useable and understandable formats
    • Handle sensitive and/or confidential information
    • Work collaboratively with other Executive Assistants to ensure consistent use of workflows and policies across the organization. In addition, contribute to continuous improvements in policies and processes, and provide back up to other Executive Assistants, as requested
  5. Project management
    • Manage information flow in a timely and accurate manner
    • Track status of key initiatives
    • Track and manage records for all items requiring the CEO’s approval
    • Coordinate compliance reporting
    • Assist Chief of Staff with special projects as needed
  6. Event planning and management
    • Plan, organize and co-ordinate logistics for special events (conferences, training events, speaking engagements, business dinners, etc.)
  7. Travel management
    • Coordinate travel (may include domestic and international) arrangements and prepare expense reports

What it takes to be successful

The ideal candidate:

  • A positive attitude, sense of humour, and professional demeanor
  • A Bachelor s degree or equivalent combination of education and experience. Master’s degree an asset
  • Previous experience in a senior administrative position
  • Strong business acumen and understanding of operational issues
  • Capable of cultivating productive working relationships across the organization
  • Comfortable interacting with Board members and company executives
  • Exceptional writing, editing, and proofreading skills
  • Foundational understanding of best practices in graphical layout and design
  • A detail-oriented self-starter, able to anticipate needs and requiring minimal supervision
  • Exhibits sound judgment with the ability to prioritize
  • Energetic and eager to tackle new projects and ideas
  • Resourceful, can-do attitude
  • Thrives in a fast-paced environment
  • A continuous improvement mindset

Invest Ontario is committed to employment equity and diversity in the workplace and welcomes applications from women, members of racialized groups / visible minorities, Indigenous people, persons with disabilities, persons with any sexual orientation, and persons of any gender identity or gender expression.

To explore these opportunities further please submit your application identifying the Job Title in the subject line to hr@investontario.ca

All applications must be received by March 24, 2023