Executive Assistant

Company Biography

Utilities Kingston is located in Kingston, Ontario, equi-distant from Toronto, Montreal and Ottawa, where the St. Lawrence River meets Lake Ontario and the Rideau Canal (a UNESCO World Heritage site) – Kingston is a stunning, historic city that consistently ranks as one of the best places to live in Canada. Kingston’s 123,363 community-minded citizens enjoy an outstanding quality-of-life enhanced by recreational and creative opportunities and supported by excellent health care facilities and municipal services, programs and facilities.

Utilities Kingston is unique in Ontario, combining water, wastewater, gas, electricity and telecommunications services in one company under the leadership of a single C.E.O. This shared services delivery model gives Utilities Kingston clear advantages in cost savings and customer service over other utility providers in the province. Utilities Kingston has provided the residents of Kingston with safe and reliable utility services for more than 150 years.

Primary Duties

The Executive Assistant coordinates and organizes the activities of the President and CEO, CFO and Corporate Secretary and Director of Energy Services. Primary duties include assisting the CFO and Corporate Secretary with preparation and distribution of Board of Director packages, recording minutes of meetings of the boards as well as planning, coordinating and scheduling meetings of the Board, Board Committees, and Annual General Meetings of the Shareholder. Supports senior executives by managing complex and confidential administrative and technical issues and coordinating calendars and meetings.

Major Responsibilities:

1. Preparation and distribution of Board of Director packages, recording minutes of meetings of the boards as well as planning, coordinating and scheduling meetings of the Board, Board Committees, and Annual General Meetings.

2. Maintain calendars and schedule meetings based on priority of issues and events.

3. Draft correspondence and communications, financial administration, corporate performance tracking, meeting and travel logistics, delegation of requests, recommending procedural changes affecting administrative activities of the corporation in support of business planning.

4. Serve as a liaison for various internal and external stakeholders.

5. Support corporate programs, projects and initiatives and develop and maintain effective working relationships with stakeholders.

6. Support and assist with the planning and organization of corporate level activities including work plans, reports to Council and strategic plan documents,

7. Ensure efficient and timely flow of information to and from senior executives.

8.Consult internally, conduct research, analyze and prepare, proofread, format, and /or edit correspondence, business documents, presentations including assisting with the writing and review of board reports and coordination of approval processes.

9. Facilitate responsive and collaborative communications and interactions and build/maintain effective relations with internal colleagues, external stakeholders by responding to requests and monitoring responses.

10. Develop and manage contracts with various external parties.

11. Assist with coordinating meeting agendas for various meetings, documenting and tracking issues for follow-up.

12. Coordinate the collection of information for various reports, briefings and conferences.

13. Provide administrative, clerical and other support as required.

Education, Certification and Other Qualifications Required

1. Advanced MS office skills

2. Advanced interpersonal and written communication skills

3. Advanced organizational skills and the ability to multi-task in a fast-paced environment

4. Advanced ability to maintain confidentiality and discretion

Knowledge:

1. Advanced knowledge of office procedures

2. Basic knowledge of the Business Corporations Act (Ontario)

3. Basic knowledge of the Accessibility for Ontarians with Disabilities Act (AODA)

4. Basic knowledge of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA)

5. Basic knowledge of the Personal Information Protection and Electronic Documents Act (PIPEDA)

6. Basic knowledge of Occupational Health and Safety requirements as it relates to individuals, the organization and operational requirements

Experience:

1. Post-Secondary Diploma or Certificate in Office Administration or related discipline

2. 3-5 years in a similar role supporting executive level management

3. CCAP or CCAPA designation would be an asset

4. Experience in a municipal setting would be an asset

5. Class G drivers’ licence

Closing Statement

Your resume and/or cover letter must clearly demonstrate how you meet the requirements of the position.

Accessibility Statement

Appropriate accommodations will be provided as required by the Accessibility for Ontarians with Disabilities Act (AODA) upon request.

Employment Equity

Utilities Kingston is committed to employment equity and we encourage applications from all designated group members. Our goal is a diverse, inclusive workforce that reflects the Kingston community.

Utilities Kingston thanks all candidate that apply, however, only those selected for further consideration will be contacted.