Executive Assistant

Résumé du poste

The Executive Assistant provides high-level administrative and operational support to senior leadership, including calendar management, document preparation, and meeting coordination. They also manage business unit logistics, financial stewardship tasks, and ensure consistent application of corporate policies.

Détails du poste

Date: September 1, 2026 Location: Mississauga or Toronto, ON – Hybrid/On-site Requisition ID: 21245 Status: Regular Business Unit: Information and Technology Services and Power System Development Grade/Band: Band 6B Shift Work: No Annual Pay Range: For standard 35-hour work week $75,290 - $94,070 The successful placement within the range will depend on qualifications, relevant work experience, and other applicable considerations. Why join us? The IESO is committed to ensuring Ontario’s electricity system meets the province’s needs today and into the future. We are charged with purpose, delivering reliable, affordable, and sustainable electricity for homes, businesses, and communities across the province. We are energized to grow, embracing opportunities to shape the future of a dynamic and evolving energy sector while advancing our careers. We are powered by teamwork, supported by diverse and passionate colleagues who foster respect, celebrate successes, and thrive on shared achievements. At the IESO, it’s not just what we do—it’s who we are! Who we are Our central role includes managing the provincial power grid in real-time, overseeing and evolving Ontario’s electricity market, engaging with government, municipalities and Indigenous communities, and planning for Ontario’s future electricity needs. Our employees play a key role in driving grid innovation, protecting the system from threats, advancing the province’s energy conservation programs, and forecasting and procuring the electricity resources we’ll need in the decades to come. This posting represents two non-unionized vacancies: one in Information and Technology Services (ITS) based at our Mississauga office, and one in Power System Development (PSD) based at our Toronto office. Applicants are encouraged to indicate their preferred location when submitting their application. What makes this role exciting The energy sector is rapidly evolving, offering exciting new opportunities for those who want to make a difference. As a trusted partner to senior leadership, the Executive Assistant provides high-quality administrative and operational support that enables leaders to focus on strategic priorities and business objectives. This role supports Senior Directors by managing a broad range of executive support activities, including scheduling and logistics, correspondence, document preparation, meeting coordination, and project execution. The Executive Assistant builds strong relationships across the organization, exercises sound judgment, and handles confidential information with a high degree of discretion. The ideal candidate is highly organized, adaptable, and resourceful, with the ability to anticipate needs, manage competing priorities, and contribute to the smooth and efficient operation of the leadership team. What you’ll do In this role, you’ll make a meaningful impact by contributing to the IESO team and supporting the electricity needs of the province through: Support for the Senior Director and (as applicable) SLT members * High-level support and assistance to the Senior Director, including calendar management, prioritization of meetings and deliverables, coordination of deliverables with direct reports, establishing schedules, collaborating with other Executive Assistants on corporate processes * Prepare various confidential or classified documents on behalf of the Senior Director, including letters, instructions to direct reports and service providers, and meeting summaries * Anticipate and initiate appropriate action to conserve time commitments of the Senior Director; prioritize work demands and assignments from various staff * Support inbox management by organizing emails, flagging actions items, and tracking deadlines * Make travel arrangements for meetings and conferences * Liaise with external facility providers for off-site meetings Preparation of correspondence and reports including information of a highly confidential nature * Communicate corporate or business unit priorities, information or data to other members of the business unit management team, the business unit, or other stakeholders * Ensure all correspondence adheres to corporate communication standards * Route documents for signature and approval (e.g. contracts; agreements, reports; directives; policies; instructions; budgets; personnel and labour relations matters) * Research issues both proactively and on an as needed basis; gather and summarize data, statistics or information * Process inquiries from employees, members of the public or external organizations * Provide input and take minutes of business unit and committee meetings; track action items as required; organize meeting agendas Manage the logistics of assigned Committee(s) of the Board * Draft agendas based on the Committee’s Schedule of Activities, Action Items, and Annual Topics * Gather documents and presentations from leaders across the organization for review by the Executive Leadership Team * Identify concerns with formatting, templates, and other documentation * Coordinate meetings with the Committee Chair and members of the Executive Leadership Team * Manage Action Items assigned to Senior Director from Committee(s), Board and ELT Oversee the administration of corporate practices and record-keeping systems for the Business Unit * Ensure the consistent application of corporate policies and processes within the business unit * Review or approve administrative items on behalf of the Senior Director in accordance with corporate policies * Establish and maintain retention schedules for documents and correspondence * Compile and maintain training databases and vacation/attendance records * Manage follow up with various stakeholders (e.g. government agencies; Ontario Ministries, Ontario Energy Board; etc.) on various matters Financial Stewardship * Co-ordinate preparation of the Business Unit budget * Support the department with the Procure to Pay process: setting up purchase orders, verifying and processing invoices * Compile, review and complete verification of monthly credit card reconciliation for business unit procurement card * Review and complete verification of expenses and employee timesheets * Plan and arrange for the acquisition of administrative and office services Co-ordination and project management * Assist with the onboarding of new employees to the business unit * Assist in the orientation and training of support staff of other Business Units * Co-ordinate space requirements for the Business Unit * Attend meetings to represent the Business Unit on issues related to space planning and accommodation and ensure Business Unit’s interests are represented * Identify intra-departmental issues and coordinate appropriate staff to work towards a resolution * As directed, communicate work priorities to Business Unit staff to ensure projects are completed in a timely manner and provide updates to the Senior Director * Review the status of major issues, projects, or programs and ensure that senior management are kept informed of the important issues Role Requirements Our team consists of experts from diverse backgrounds, each bringing their unique perspectives and skills. To succeed in this role, you’ll need: * Post-secondary education with a diploma in Business Administration or an equivalent combination of education, training and experience * 8-10 years executive office support experience required * Knowledge of board governance principles and processes * Strong skills in Microsoft Office and Copilot * Demonstrated professionalism, diplomacy, and tact when supporting and interacting with senior leadership and Board members * Strong planning, time management and coordinating skills to organize priorities and workflow * Experience interpreting and applying standard business practices, procedures, and departmental policies. * Proven ability to manage and organize highly confidential and sensitive information. * Experience establishing and implementing administrative procedures and electronic document management systems. * Highly developed oral and written communication skills * Creative thinking, sound judgement and solid analytical skills required to manage unique, confidential and/or time sensitive issues * High degree tact and discretion as needed when interacting with IESO Board Members, government and industry agencies, IESO senior leadership and staff * Proven track record of achieving results through collaboration with stakeholders in a complex business environment, without direct authority * Demonstrated ability to develop and maintain effective relationships both within the organization and with external stakeholders including Board members * Proven people skills and intra and inter department team-building capability * Highly proactive with the ability to anticipate problems and take action to mitigate them * Ability to recognize changing priorities and adjust work plans to meet expectations * Demonstrated ability to work independently How We Support You From a comprehensive total rewards program to dynamic learning and development opportunities—including job rotations to broaden your expertise—we empower you to define and shape your own success. When you join the IESO, here’s what you can expect: * Best-in-class benefits and long-term support in the form of a defined benefit pension plan. * Work in a dynamic and evolving sector that offers exciting opportunities and the chance to explore new career paths. * Leadership that values meaningful discussions, welcomes feedback, and prioritizes career development. * A strong, inclusive culture and a collaborative team environment with a shared passion for impactful work. * Compensation packages that are regularly reviewed to remain competitive and to best accommodate the diverse needs of our employees. Deadline September 22, 2026 For future reference, please save a copy of the job posting as it will no longer be available once the posting closes. Thank you for your interest in a career at the IESO. Only candidates selected for an interview will be contacted. Please note that the successful candidate must be legally eligible to work in Canada and will be subject to applicable background checks. IESO will not conduct interviews or offer positions via online, text, chat or social media platforms. We will not gather personal information directly from candidates or potential candidates. Selected candidates will work with our Talent Acquisition team to ensure their application is processed. The IESO currently has a 3-day in-office work week for applicable roles. Over the course of 2026, the IESO will advance plans to acquire additional office space to accommodate more in-office time. While the timeline for moving to a full 5-day in-office model has not yet been established, we are committed to keeping employees and candidates informed as plans progress and give them as much advance notice as possible to prepare for any changes. We believe in opportunities for everyone. At the IESO, we know that achieving great results depends on embracing diversity by attracting, developing, and retaining people from a wide variety of backgrounds. We do this by ensuring our recruitment and advancement policies are fair and equitable, and by creating an accessible and inclusive environment—one that values every team member’s unique skills and experiences and ensures they have the support they need to achieve their potential. If you require accommodation during the recruitment process, please let us know. We’re proud to say we’ve been recognized as a supportive, inclusive employer. Be sure to follow us on LinkedIn [https://www.linkedin.com/company/ieso].

Ce que vous ferez

The Executive Assistant provides high-level administrative and operational support to senior leadership, including calendar management, document preparation, and meeting coordination. They also manage business unit logistics, financial stewardship tasks, and ensure consistent application of corporate policies.

Exigences

Candidates must have 8-10 years of executive office support experience and a post-secondary diploma in Business Administration or equivalent. Strong proficiency in Microsoft Office, knowledge of board governance, and the ability to handle highly confidential information are required.

Avantages

• Defined benefit pension plan • Comprehensive total rewards program • Learning and development opportunities • Job rotations

Compétences indiquées

• Gestion du temps · Souhaitée
• Project Coordination · Souhaitée
• Communication · Souhaitée
• Microsoft Office · Souhaitée
• Stakeholder Management · Souhaitée

Autres compétences pertinentes

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Executive support
• Calendar management
• Board governance
• Microsoft Office
• Copilot
• Document management
• Project coordination
• Budget preparation
• Procure to pay
• Communication
• Time management
• Analytical skills
• Confidentiality
• Stakeholder management
• Meeting coordination
• Calendar Management
• Procure-To-Pay (PTP)
• Resourcefulness
• Procurement Cards
• Tactfulness
• Record Keeping
• Professionalism
• Workflow Management
• Board Governance
• Electricity Market
• Business Objectives
• Diplomacy
• Project Implementation
• Strategic Prioritization
• Shift Work
• Planning
• Analytical Skills
• Research
• Budgeting
• Reconciliation
• Budget Support
• Business Administration
• Management
• Corporate Communications
• Creative Thinking
• Document Management Systems
• Document Preparations
• Energy Conservation
• Executive Information Systems
• Forecasting
• Leadership
• Innovation
• Invoicing
• Labor Relations
• Logistics Management

Domaines d’emploi

• Administrative
• Energy
• Management & Leadership
• Government & Public Sector
• Executive Assistant
• Administrative and Executive Secretaries
• Executive Secretaries and Executive Administrative Assistants