Job Description

Executive Assistant to Chief Financial Officer (CFO) Job ID #2025-006 (12 Month Contract)

Supply Ontario is seeking an experienced and knowledgeable Executive Assistant to provide executive administrative services and support to the Chief Financial Officer (CFO).

You will be responsible for managing the day-to-day operations of the executive office, supporting the executive to maintain linkages with Supply Ontario leadership, government officials and stakeholders, addressing administrative needs and managing administrative protocols.

In this role, your key responsibilities will include:

• Support the CFO to maintain linkages with Supply Ontario leadership, government officials and stakeholders and address administrative needs and manage administrative protocols.
• Provide confidential executive support, including maintenance of calendars, preparation of agenda and documents for meetings, speaking engagements and presentations and coordinating the preparation of and/or compilation of background materials.
• Schedule and organize regular occurring meetings involving the executive team within Supply Ontario.
• Plan and coordinate all accommodation requirements relating to onboarding, including equipment requirements and information technology needs.
• Draft and/or coordinate the creation and distribution of routine correspondence on behalf of the CFO, 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 Supply Ontario on behalf of the CFO.
• Coordinate the daily operations of the CFO’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 Supply Ontario as necessary.
• Make logistical arrangements for internal and external meetings, training sessions, events and project meetings including booking rooms, contacting all parties involved in meetings, and organizes the distribution of packages of all relevant materials prior to meetings, presentations, and events.
• Exhibit confidentiality, discretion and superior judgement regarding all matters conducted in the executive’s office and safeguarding the confidentiality of personnel information, administrative records, files, and communications.
• Lead and participate on a variety of projects as assigned by the CFO by researching topics, preparing business cases, developing project plans, determining project resource requirements and project methodology, leading consultations and meetings with management, staff, and stakeholders.

Successful candidates will demonstrate the following :

• Graduation from a college or university; or equivalent education and experience.
• 4 - 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.
• Knowledge of the protocols and practices of an executive office within a within a public & private sector environment.
• Knowledge of applicable policies, procedures, and guidelines pertaining to the delivery of administrative services (e.g., budget, expenditure, procurement card, and expense claim policies; contract management; IT; correspondence guidelines; records management, etc.).
• Analytical and evaluative skills to assess issues and inquiries in order to determine their urgency and impact.
• Critical thinking skills to recommend viable and effective administration solutions and review and coordinate information for the CFO
• Organizational and time management skills to prioritize activities, issues, and multiple demands; assess and reassess workload and priorities regularly to determine what time-sensitive priorities must be completed urgently while staying on top of other less urgent tasks.
• Political acuity to pro-actively identify issues for executive discussion and stakeholder consultation.
• Demonstrated experience providing executive level services and support within a highly demanding work environment and expertise in prioritizing and managing competing priorities.
• Excellent verbal and written communications skills to relay and clarify information in a manner adapted to the requirements of specific situations and audiences.
• Strong interpersonal skills and political acuity to connect and build relationships with range of stakeholders and proactively identify issues for executive discussion and consultation.
• Organizational and time management skills to prioritize activities, issues, and multiple demands.
• Proficient with Microsoft Office (Word, Excel, PowerPoint, SharePoint, Teams) and other internal applications, as required.
• Other duties as assigned.

Supply Ontario offers a competitive compensation package including benefits and defined benefit pension plan.

The selected candidate will be required to reside and work in Ontario and be legally eligible to work in Canada.

Candidates are required to provide references for verification, and to complete a criminal background check. Details will be provided through the application process.

This job offers the opportunity to work from home as part of a hybrid work arrangement; at the time of posting, this position would require in-office presence 3 days per week, based on current operational requirements.

HOW TO APPLY: Please apply by May 21, 2025 .

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.

Supply Ontario endeavors to promote the principles of diversity and inclusion in all of our policies, practices, and the way we do business while ensuring compliance to the Canadian Human Rights Act and the Ontario Human Rights Code.

We are committed to building a team that reflects the communities we serve, and to promoting a diverse, inclusive, accessible, respectful, and equitable workplace.

We invite applications from all interested and qualified individuals, from all backgrounds, and walks of life. Your experiences are valuable, and we’re excited to learn how you might be able to lend your skills to further Supply Ontario’s mission and achieving its vision.

At Supply Ontario, we recognize and value the exceptional skills, dedication, and diverse perspectives that veterans bring to the workforce. We strongly encourage veterans to apply to join our team.

We are committed to providing employment practices and accommodation that are in compliance with the Accessibility for Ontarians with Disabilities Act and the Human Rights Code. If you require accommodation at any stage of the recruitment process including in relation to the materials and processes to be used, please notify Human Resources at Talent Acquisition (CSCO) talentacquisition@supplyontario.ca

If you request accommodation, Human Resources will consult with you to provide or arrange for suitable accommodation in a manner that takes into account your accommodation needs.

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