Job Summary (external):
The Executive Assistant (EA) provides administrative services and support and coordinates the daily functions of the Office. The EA, Executive Offices provides support to the President and CEO (CEO), the Executive Management Committee (EMC), and the Chair.
Job Duties:
Coordinates internal and external communication flow and public relations for the Executive Offices. Serves as the first point-of-contact for the Office by responding to or redirecting internal and external inquiries as appropriate.
Responds to requests for information from internal and external stakeholders. Researches issues, compiles and provides information as requested. Provides historical reference by developing and utilizing filing and retrieval systems.
Manages the bring-forward system and email system for the CEO, members of EMC and Chair, including incorporation of activities arising out of Executive and other meetings.
Coordinates the CEO, members of EMC and Chair's schedule by determining scheduling needs and advising of changes when their schedules need to be re-prioritized.
Schedules, coordinates, organizes and prepares material for meetings, appointments, seminars, conferences, etc. including travel arrangements and logistics for the CEO, members of the EMC and Chair
Develops, maintains and tracks confidential statistics, records, reports and internal/external communications.
Analyzes and screens correspondence; coordinates information; assesses for priority and recommends courses of action. Also provides proofreading and editing services for internal and external correspondence and communications.
Establishes and maintains relationships with counterparts working in similar capacities within government departments, ministerial offices, corporate offices, associations and other organizations.
Coordinates and/or monitors departmental budgets including monitoring monthly expenditures, ensuring invoices are verified, coded authorized and paid, and authorizing routine payments.
Coordinates preparation and distribution of meeting agendas; assembles and distributes related materials which can include coordinating the work of others to prepare and integrate background materials; attends meetings; prepares and distributes minutes.
Prepares, drafts, types and updates a variety of correspondence including presentations, reports, agendas, etc. for internal and external stakeholders.
Orders and maintains office supplies, equipment, reference/library materials and subscriptions.
Acts as an administrative support resource to various operational or planning committees as required.
Performs other related duties as assigned.
Qualifications:
Completion of a post secondary certificate or diploma in Administrative Studies, Business Administration, Business Communications or related discipline
Minimum five (5) years executive level administrative support experience, with at least two (2) years experience within the WCB environment or in a related legislated environment
Typing speed of 45 wpm (less than 5% error rate)
Advanced proficiency in the use of integrated computer software (Microsoft Office Suite and Internet tools) in a Windows environment
Knowledge of administrative techniques, procedures and principles
Basic knowledge of accounting and budgeting principles
Ability to perform detailed and accurate work
Ability to be self motivated, exercising independent judgment and initiative
Excellent communication skills, both verbally and in writing
Ability to act with tact, diplomacy, integrity and professionalism in sometimes confrontational or sensitive situations
Ability to handle highly confidential information and exercise discretion in providing information to others
Ability to establish and maintain strong working relationships with all levels of internal and external stakeholders including the ability to collaborate and influence effectively
Ability to work under pressure, manage multiple demands and adapt to organizational change
Ability to work independently and in a team environment
General knowledge of the Workers Compensation Board operations and legislation, would be an asset
Ability to communicate proficiently in both official languages (English & French) is an asset, but is not required
Additional Information (internal):
The WCB recognizes that individuals may face barriers that hinder their full and equal participation in the workplace, and is committed to providing reasonable accommodation to all employees and candidates who are or may be disabled by one or more barriers in the workplace. Accommodations are available on request for candidates taking part in all aspects of the selection process.
You may be asked to demonstrate your ability through competency-based interviewing and/or testing.
Additional Information (external):
Ability to communicate proficiently in both official languages (English & French) is an asset.
A satisfactory criminal record check and verification of education will be required for the successful candidate.
The WCB is committed to building a skilled, diverse workforce with equitable representation of Indigenous persons, visible minorities, persons with disabilities, women, 2SLGBTQ+ persons and members of other equity-seeking groups. Applicants are encouraged to indicate in their covering letter or resumé if they are a member of these groups.
The WCB recognizes that individuals may face barriers that hinder their full and equal participation in the workplace, and is committed to providing reasonable accommodation to all employees and candidates who are or may be disabled by one or more barriers in the workplace. Accommodations are available on request for candidates taking part in all aspects of the selection process.
Job Summary (internal):
The Executive Assistant (EA) provides administrative services and support and coordinates the daily functions of the Office. The EA, Executive Offices provides support to the President and CEO (CEO), the Executive Management Committee (EMC), and the Chair.
