Job Description

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The Branch Administrator, Office of the Investor is responsible for providing administrative and project support to the Director and staff of the Branch. This includes tracking, monitoring and reporting on progress of all Branch projects; assisting with collection and document management of investor research; support of investor outreach, including assisting with the social media campaigns and website updating and maintenance.

Key Duties and Responsibilities:

Research and Outreach

• Responsible for document management of the central repository of investor research
• Assist with the distribution of articles and research to the Branch and OSC Investor Advisory Panel (IAP)
• Provide event management support (e.g. logistics, A/V, registration, outreach) on conferences, investor outreach and presentations; coordinate event-related updates for OSC website and Intranet and assist with outreach on OSC-hosted events
• Maintain OSC Investor News subscription list and responsible for distribution of Investor News
• Maintain IAP subscription list
• Create and maintain a database of contact information for investors, investor advocates, key industry representatives, government personnel and other stakeholders, to be used for a variety of Branch initiatives
• Monitor the IAP and the InvestorOffice emails and ensure complaints and inquiries are entered into the Contact Management Database when appropriate
• Ensure Investor Section of the OSC website is kept current and reflects Branch changes

Administrative Assistance

Provide administrative support to the Director and the Branch, including:

• Schedule meetings and maintain electronic calendars
• Make travel arrangements for individuals and/or group
• Provide support for meetings, including IAP meetings, by booking meeting rooms, preparing agendas and/or other materials, typing/distributing meeting minutes and arranging catering for meetings
• Answer internal and external queries via phone/email or in person
• Prepare general correspondence (i.e. from templates or may perform minor editing of documents)
• Prepare presentations for Branch using Power Point, graphs and spreadsheets
• Prepare investor questionnaires or surveys and compile results
• Assist with the production of documents, including quarterly reports, by combining and incorporating contributions from sources to the master template and incorporate any necessary graphics or charts
• Sort mail, faxes and arrange courier deliveries
• Order supplies not carried in Mailroom
• Provide administrative support in gathering and compiling material for internal and external investor sessions
• Ensures OSC best practices are followed by the Branch in records and information management
• Branch Super User for HR Online Systems, ensures Branch fully supported in use of systems
• Time tracking champion for the Branch including assisting Branch with entering time on Eclipse

Project Coordination

• Establish and manage the project tracking and reporting database for all Branch projects
• Assist in providing project management support for high priority projects
• Work with OSC project staff to ensure the status of all joint projects are accurately reflected in Eclipse project management system
• Work with IT, PPO team and external consultants to support implementation of upgrades for Eclipse and communicate/train staff on changes

Finance and Reporting Administration

• Support annual Branch budget by ensuring deadlines for submissions to finance are met and supply historical information on expenditures
• Track budget against financial reports, provide feedback on variances, assist in forecasting and compiling Branch financial report
• Prepare invoices and expense reports; organize/review expense reports, approvals and invoices for Director's signature

General Office Administration as required, including

• Ensure all office equipment is functioning properly, deal with suppliers for servicing, maintenance and upgrading, procure office supplies/equipment
• Work with IT to troubleshoot technical problems
• Complete Move/Add/ Change (MAC) forms
• Coordinate external and internal training and conferences
• Maintain monthly attendance records and inputting information into HRIS

Qualifications:

• Post-secondary training preferably in business, communications, human resources or administrative assistant program

2-4 years of related experience with some experience working with project coordination

Excellent word, powerpoint and excel skills

Excellent communications skills (written and oral)

Experience in working with database management programs

• Knowledge of government administrative procedures and practices
• Works cooperatively with others to meet common goals
• Ability to analyze problems, and provide and/or identify alternative solutions
• Ability to prioritize tasks and duties, meet strict deadlines, as well as changing or substituting tasks to meet fluctuating demands
• High level of enthusiasm for the OSC's mandate and the role of the Office of the Investor