Job Description

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

Position Summary:



The Executive Assistant to the Senior Leadership Team (SLT) coordinates and organizes the activities of the SLT ensuring information flows appropriately for the efficiency of both day-to-day activities as well as long-term planning. The incumbent provides complex and confidential administrative, technical and logistical support to the senior leadership team acting as a gatekeeper and responding to inquiries on behalf of the SLT.




Major Responsibilities:



1. As required, maintain the calendar of the SLT and schedule meetings based on priority of issues and events.

2. Draft correspondence and communications, financial administration, corporate performance tracking, meeting and travel logistics, delegation of requests, recommending organizational or procedural changes affecting administrative activities of the corporation in support of business planning, special projects or other duties as assigned


3. Serve as a liaison between the SLT and various internal and external stakeholders.

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

5. Support and assist with the planning and organization of corporate level activities including work plans, reports to Council, strategic plan documents, damage claims, MFIPPA & PIPEDA requests

6. Ensure efficient and timely flow of information to and from SLT members.


7. 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.

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

9. Develop and manage contracts with various external parties.

10. Assist with planning, coordinating and scheduling meetings of the Board, Board Committees, Annual General meetings, Strategic Planning Sessions, all employee general meetings, management meetings, etc.

11. Develop meeting agendas for SLT meetings, management meetings, etc., document and track and monitor issues for follow-up.

12. Plan, prioritize and organize meetings, conferences, ceremonies and/or events for the organization.

13. Provide support in preparing board packages and recording minutes.

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

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

Education, Certification and Other Qualifications Required

Skills and Abilities:



Advanced MS office skills Advanced interpersonal and written communication skills Advanced organizational skills and the ability to multi-task in a fast-paced environment Advanced ability to maintain confidentiality and discretion


Knowledge:

Advanced knowledge of office procedures Advanced knowledge of municipal procedures Basic knowledge of the Accessibility for Ontarians with Disabilities Act (AODA) Basic knowledge of the Municipal Freedom of Information and Protection of Privacy (MFIPPA) Basic knowledge of the Personal Information Protection and Documents Act (PIPEDA) Basic knowledge of Occupational Health and Safety requirements as it relates to individuals, the organization and operational requirements


Experience:

Post-Secondary Diploma or Certificate in Office Administration or related discipline 3-5 years in a similar role supporting executive level management Experience in a municipal setting would be an asset Class G drivers' license

Special Working Conditions/Conditions of Employment

Note: This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. The incumbent may be asked to perform other duties which may be assigned from time to time.

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.