Executive Assistant

The Opportunity

Headquartered in Toronto, the Building Ontario Fund (BOF) is a new independent, board-governed agency that will facilitate investment by trusted institutional investors in critically needed large-scale infrastructure projects within the province.

The agency’s mandate is to invest in, and seek to attract investment from, qualified institutional investors, public sector entities, governments, and Indigenous communities in Ontario infrastructure projects that will generate revenue and are in the public’s interest. BOF will do this by:

• Investing in infrastructure and appropriately allocating risks amongst the Corporation and other investors
• Structuring proposals and negotiating agreements with investors in infrastructure projects
• Receiving and assessing unsolicited ideas and proposals for infrastructure
• Providing advisory services with respect to financing infrastructure projects

Reporting to the Chief Strategy & Operations Officer, the Executive Assistant will be responsible for:

• Supporting the Executives to maintain linkages with Building Ontario Fund (BOF) leadership, government officials and stakeholders and address administrative needs and manage administrative protocols.
• Providing confidential administrative support to the Executives, including maintaining calendars, preparing agendas, and organizing documents for meetings, speaking engagements, and presentations.
• Coordinating the preparation and compilation of background materials, including board committee materials.
• Scheduling and organizing meetings involving the Executive’s team and coordinating logistical arrangements for internal and external meetings, training sessions, events and project meetings including booking rooms, contacting all parties involved in meetings, and organizing the distribution of packages of all relevant materials prior to meetings, presentations, and events.
• Drafting and/or coordinating the creation and distribution of routine correspondence on behalf of the Executives as required, including proofreading for accuracy and correctness.
• Managing relationships and connections with a wide variety of internal and external stakeholders to provide general information and answer questions related to various functions of BOF on behalf of the Executives.
• Coordinating the daily operations of the Executive’s office, developing and implementing processes that improve office functionality, efficiency, and professionalism.
• Providing information coordination and ensuring all stakeholders are provided with accurate and consistent information in a timely manner; responses to requests are coordinated; information flows effectively; and all levels of accountability/approval/confidentiality are maintained. Coordinating flow and assignment of incoming requests and other issues to the appropriate area of BOF as necessary.
• Planning and coordinating all accommodation requirements relating to Executive onboarding, including equipment requirements and information technology needs.
• Tracking and managing invoices and billing as necessary, including maintaining budget information for the Executive's office; reconciling p-card/invoice and expense statements.
• Maintaining files and records (electronic and hard copy) in an organized, consistent, and confidential manner, using BOF’s procedures for protecting and maintaining the privacy of records, and following relevant document retention schedules.
• Leading and participating on a variety of projects as assigned by the Executives by researching topics, preparing business cases, developing project plans, determining project resource requirements and project methodology, leading consultations and meetings with management, staff, and stakeholders.
• Promoting and supporting BOF’s culture which respects equity, inclusion, diversity and anti-racism.
• Exhibiting confidentiality, discretion and superior judgement regarding all matters conducted in the Executive’s office and safeguarding the confidentiality of personnel information, administrative records, files, and communications.

Qualifications

• Graduation from a college or university; or equivalent education and experience.
• 4 – 6 years’ experience in providing Executive level services and support within a highly demanding work environment with expertise in prioritizing and managing competing priorities and deadlines.

Knowledge and Skills

• Knowledge of the protocols and practices of an Executive’s office within a public & private sector environment.
• Knowledge of applicable policies, procedures, and guidelines pertaining to the delivery of administrative services (e.g., budget, expenditure, procurement card, and expense claim policies; contract management; IT; correspondence guidelines; records management, etc.).
• Analytical and evaluative skills to assess issues and inquiries in order to determine their urgency and impact.
• Critical thinking skills to recommend viable and effective administration solutions and review and coordinate information for the Executives.
• Interpersonal skills and professionalism to connect and build relationships with a wide range of stakeholders.
• Organizational and time management skills to prioritize activities, issues, and multiple demands; assess and reassess workload and priorities regularly to determine what time-sensitive priorities must be completed urgently while staying on top of other less urgent tasks.
• Political acuity to pro-actively identify issues for Executives discussion and stakeholder consultation.
• Verbal and written communication skills to relay and clarify information in a manner adapted to the requirements of specific situations and audiences; ensure the high quality of all documents, submissions, and correspondence originating from the office of the Executives.
• Proficient with Microsoft Office (Word, Excel, PowerPoint, SharePoint, Teams) and other internal applications, as required.

Application

• To apply for this position, please apply: https://mycompas.net/hra/?rpid=1364118&postid=c5RVaUYTgzk. We thank you for your interest in the Building Ontario Fund. Applicant selection is based on, but not limited to technical competence, in-depth experience in relevant sectors and educational background. Accommodations are available upon request for candidates with a disability taking part of the recruitment process.
• At Building Ontario Fund, we are committed to diversity, transparency and inclusion. We believe our strength comes from having a team with the right diverse skills and abilities selected through a merit-based competitive process. We actively encourage applications from people regardless of nationality, religion gender, race, disability or sexual orientation.