Administrative Assistant Jobs

Job Title : Administrative Assistant

Location : C09 - Richview TS - 65 Kelfield Street, Rexdale, ON M9W 5A3

Company : Acronym Solutions

Acronym is a full-service information and communications technology company that provides a range of scalable and secure solutions. With more than 20 years’ experience managing the communications system that enables Ontario’s electrical grid, Acronym is uniquely positioned to understand the mission-critical needs of any business. We deliver innovative and reliable services that respond to the changing demands of businesses and support rapid growth and digital transformation.

It’s an exciting time to join the team at Acronym Solutions!

• NOTE* Acronym introduced a Hybrid Work Pilot Project in 2022 for most office-based roles. Employees work in-office/on-site two days a week and remotely from home for three days a week. Acronym is adding refreshed workspaces and technology to support these changes. Join us as we ‘trial & learn’ a new modern way of working and be a key driver of future state!

In office but with intention – a time for team and trust building, collaboration, and socialization. Please reach out to us to learn more!

Primary Accountabilities

• Evaluate and screen telephone calls determining the urgency and confidentiality of issues. Route appropriately.
• Support the Senior Leadership Team (SLT) as required
• Maintain calendar, manage, and coordinate time requests from Internal, Senior Management, external groups and government agencies.
• Proactively observe, coordinate, respond to and make the CEO aware of upcoming meetings and commitments, required signatures, approvals, and actions, even outside of “normal” hours.
• Deal daily with highly sensitive and confidential material non-public information which must be protected from accidental disclosure.
• Organize and make arrangement for Line of Business Team one-on-one meetings.
• Develop and maintain effective working relationships with both senior level internal and external contacts.
• Arrange meetings with internal staff, senior management, external groups, as required
• Review speeches and reports, and edit as required.
• Assist in the preparation and submission of Board presentations, documentation, and material. Schedule and coordinate Board meetings and participate as requested.
• Provide administrative and support services to the President and CEO of Acronym.
• Monitor all incoming mail, collateral, and correspondence.
• Prepare routine correspondence and submissions, including reports, forms, email, and memos
• Schedule, organize, and manage all Employee Events (Quarterly Employee Meetings, Team Building events, site visits).
• Prepare and format PowerPoint slides, Word documents, Excel spreadsheets and other to be presentation-ready and meet CEO’s standard.
• Versatile and flexible at performing various functions and at times and duration as the role demands.
• Work on special projects as assigned
• Coordinate and manage for customer meetings, external events, participation in forums, public speaking opportunities for CEO.
• Compile and manage expense submissions, reconciliations, and coordination of payment for corporate and travel expenses.
• Establish strong working relationships with other executive admins, senior leadership, and groups across Hydro One Limited.
• Act as the focal point and conduit for triaging items, issues, and responses for and from the CEO.
• Be a catalyst for energizing the organization and exemplifying the core values and culture of Acronym.
• Coordinate meetings, travel, meals, hotel reservations, transportation, itinerary and conference/forum registrations both domestically and internationally.

Perform Other Duties As Required Selection Criteria

• Excellent project management skills with a consistent focus on prioritizing projects, communicating project status and meeting deadlines.
• Excellent command of English and writing skills.
• Ability to multitask and manage multiple projects simultaneously and to adjust to competing and/or rapidly changing priorities.
• This position requires someone with a minimum of 5-10 years of experience supporting senior level executives.
• Strong interpersonal and communication skills.
• Demonstrated ability to drive towards solutions and providing thought leadership.
• Must be knowledgeable in the practice of corporate communications as it pertains to the dissemination/disclosure of information.
• Strong presentation and MS office skills as well as both written and verbal skills to interface at all levels with clients and executives within Hydro One.
• Strong organizational skills and the ability to work independently, often with minimal supervision
• Ability to present and work cross-organizationally with exceptional professionalism and diplomacy.
• Extreme attention to detail with high standard of work and results
• Self-motivated with an upbeat can-do attitude and the ability to learn quickly.
• Extremely detail oriented with proven ability to effectively prioritize workflow.
• Ability and willingness to work beyond “normal hours” to support CEO.
• Willingness and ability to support CEO downtown and other locations as required.
• Ability to work in a fast-paced environment, while under pressure, either independently or as a team player while providing the highest degree of confidentiality and professionalism.
• Willingness to do whatever is required to support the President and CEO of Acronym.

At Acronym we understand that the success and strength of our business rests with our people. When we develop their skills, we are investing in both their success and ours. To secure the best talent, we seek to create a workforce that reflects the diverse populations of the communities where we live and work and to create a culture based on safety, innovation and inclusiveness.

We are honoured to be recognized by Forbes in its list of Canada’s Best Employers for 2023.

Thank you for considering a career with Acronym, we welcome applications from all qualified candidates. If you are having difficulty using our online application system and you need an accommodation due to a disability, please email [email protected]. Acronym will provide reasonable accommodation for qualified individuals with disabilities in the job application process.

Please note this email is only for accommodation requests. Resumes sent to this email address will not be considered.

Deadline: July 18th, 2023

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