About the opportunity:

We are seeking two Executive Assistants. These are key positions with a high level of responsibility, internal visibility, and impact.

The ideal candidates are curious, resourceful, solution focused and service oriented. They thrive in a fast-paced environment. At their core these positions are about relationship building and workflow management. They present 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 – min. 3 days per week in office)

Salary: $80,450 - $95,675

In this role you will serve as a trusted partner to the CEO and Chief of Staff, 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, 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, and ensuring appropriate follow-up
  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
  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
  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.

Executive Assistant to the Vice President, Strategies and Business Solutions

Location: 250 Yonge Street, Toronto ON (hybrid – min. 3 days per week in office)

Salary: $64,900 - $85,350

Supporting the Vice President, Strategies and Business Solutions, the Executive Assistant will be responsible for providing administrative services to facilitate the efficient and effective operation of a busy office. As a single point of entry into the team, you will be responsible for:

  • Coordinating a broad variety of tasks including composing and preparing correspondence, assisting with travel arrangements, coordinating calendars and arranging meetings, reviewing documents and distributing meeting materials as required.
  • Working collaboratively with team members to help establish office procedures and ensuring that processes are followed and adhered to.
  • Using your excellent verbal and written communication skills to review materials, present ideas, assist in drafting documents etc.
  • Ensuring brand continuity, excellence in graphic design principles, and adherence to corporate standards for all business unit documentation.
  • Reviewing and tracking invoices and verifying and reconciling purchases and transactions as well as working with finance team on a variety of tasks.
  • Overseeing the tracking of office supplies, equipment and other assets as well as working with HR team on security and inventory management

What it takes to be successful

The ideal candidate:

  • A positive attitude, sense of humour, and professional demeanour
  • A Bachelor s degree or equivalent combination of education and experience. Masters 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 November 7, 2022

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.