Executive Assistant to the CEO

Building Ontario Fund

Job Title: Executive Assistant to the CEO

City:  Toronto

Job term:  Permanent Full-time

The Opportunity – Executive Assistant

Headquartered in Toronto, the Building Ontario Fund (BOF) is a new independent, board-governed agency that will facilitate investment by trusted institutional investors in critically needed large-scale infrastructure projects within the province.

The agency’s mandate is to invest in, and seek to attract investment from, qualified institutional investors, public sector entities, governments, and Indigenous communities in Ontario infrastructure projects that will generate revenue and are in the public’s interest. BOF will do this by:

  • Investing in infrastructure and appropriately allocating risks amongst the Corporation and other investors
  • Structuring proposals and negotiating agreements with investors in infrastructure projects
  • Receiving and assessing unsolicited ideas and proposals for infrastructure
  • Providing advisory services with respect to financing infrastructure projects

Reporting to the Chief Executive Officer (CEO) during the start-up phase, the Executive Assistant will:

  • Support the CEO to maintain linkages with Building Ontario Fund (BOF) leadership, the Board of Directors, government officials and stakeholders and address administrative needs and manage administrative protocols.
  • Provide confidential administrative support to the CEO, including maintenance of calendars, preparation of agendas and documents for meetings, speaking engagements and presentations and coordinates the preparation and/or compilation of background materials.
  • Support the Board Committee activities, including but not limited to strategic agenda management, preparing CEO updates, working with executive leads to ensure meeting materials are prepared and approved.
  • Schedule and organize regular occurring meetings involving the executive team within BOF.
  • Draft and/or coordinate the creation and distribution of routine correspondence on behalf of the CEO as required, including proof reading for accuracy and correctness.
  • Manage relationships and connection with a wide variety of internal and external stakeholders to provide general information and answer questions related to various functions of BOF on behalf of the CEO.
  • Coordinate the daily operations of the CEO’s office, developing and implementing processes that improve office functionality, efficiency, and professionalism.
  • Provide information coordination and ensures all stakeholders are provided with accurate and consistent information in a timely manner; responses to requests are coordinated; information flows effectively; and all levels of accountability/approval/confidentiality are maintained. Coordinates flow and assignment of incoming requests and other issues to the appropriate area of BOF as necessary.
  • Plans and coordinates all accommodation requirements relating to executive onboarding, including equipment requirements and information technology needs.
  • Monitors the appointment terms and requirements for Board members and provides advice and support to the public appointments process as necessary.
  • Tracks and manages invoices and billing as necessary, including maintaining budget information for the executive office; reconciles p-card/invoice and expense statements.
  • Maintains files and records (electronic and hard copy) in an organized, consistent, and confidential manner, using BOF’s procedures for protecting and maintaining the privacy of records, and following relevant document retention schedules.
  • Promotes and supports BOF’s culture which respects equity, inclusion, diversity and anti-racism.
  • Exhibits confidentiality, discretion and superior judgement regarding all matters conducted in the CEO’s office and safeguarding the confidentiality of personnel information, administrative records, files, and communications.
  • The ideal candidate will have a minimum of 4 to 6 years’ experience in providing executive level services and support within a highly demanding work environment with expertise in prioritizing and managing competing priorities and deadlines.

This is a unique opportunity to be part of a start-up within the public sector.

Application

To apply for this position, please email your resume to HR@buildingonfund.ca.  We thank you for your interest in the Building Ontario Fund. Applicant selection is based on, but not limited to technical competence, in-depth experience in relevant sectors and educational background.  Accommodations are available upon request for candidates with a disability taking part of the recruitment process.

At Building Ontario Fund, we are committed to diversity, transparency and inclusion.  We believe our strength comes from having a team with the right diverse skills and abilities selected through a merit-based competitive process.  We actively encourage applications from people regardless of nationality, religion gender, race, disability or sexual orientation.

To apply for this job email your details to hr@buildingonfund.ca