Scheduler and Executive Assistant

Scheduler and Executive Assistant for corporate head office of provincial ministry client, downtown Toronto.

Marberg Job Number: 1895.
Job Type: Temporary.
Initial Term:  ASAP for approximately 4 months, with possibility of extension.
Compensation:  $28 per hour to $31 per hour, according to experience.
Recommended Application Date:  Immediately – please note that we are screening and shortlisting Candidates immediately and qualified applications may be contacted same day as date of application.
Regular Work Hours:  8:30 am to 4:30 pm, not including unpaid .75 hour unpaid lunch break, Monday to Friday (36.25 work hours per week).  Additional paid work hours occasionally required on an on call or emergency basis. Cellphone will be provided.
Work Location: 100% onsite at Client’s downtown Toronto office, on PATH, and near Union and GO Stations.

Responsibilities Summary:  
As part of a senior administrative team, will provide executive administrative support and calendar management services to senior Executive Office.

• Coordinate day to day operations of Executive Office, in cooperation with other executive administration team members.  
• Manage a busy and constantly changing appointment calendar, including liaising with other EA’s to book and re-schedule meetings according to emerging priorities.
• Make domestic and international travel arrangement and itineraries as required.
• Put together electronic and hard copy briefing notes and reference binders in preparation for meetings.
• Attend and minute designated meetings; take follow-up action on issues as required by senior management.
• Provide necessary support information to executive offices concerning issues, meetings, briefing notes and other pertinent matters, liaising with senior ministry staff and external stakeholders as required.
• Additional calendar management and executive support responsibilities as required. 

Qualifications:    
Education: Post Secondary Degree or Diploma in Business Administration or related discipline, or applicable combination of work experience and education.
Preferred Work Experience:  At least 5+ years of progressive work experience in administrative support for a senior executive.
Preferred Sector Experience: Previous Ontario Public Sector (OPS) work experience an asset.

Technical and Language Skills Requirements: 

• Advanced level MSOutlook and MS Teams proficiency (will be tested).
• Strong typing skills (may be tested).
• Strong general MSOffice proficiency, including Word, Excel and PowerPoint (may be tested).
• Experience with databases and shared electronic file management systems.
• Advanced English communication skills, both written and verbal, including strong business writing skills, excellent spelling, grammar, proofreading and syntax, and polished, professional telephone manners.

Task -Based Qualifications and Additional Attributes:     

• Punctual, responsible, and reliable.  Demonstrated record of professional character, conduct, and strong work ethic.
• Excellent administrative and communication skills to effectively communicate and advise on potential issues, pending deadlines, action items and other matters with executives, senior management, and other ministries and government agencies.
• Ability to proactively evaluate, interpret and resolve coordinative and administrative problems, using excellent judgement and diplomacy.
• Excellent learner, with superior reading and subject matter comprehension skills, in order to work in compliance with ministry policies, procedures and governing legislation.  
• Pleasant and courteous: demonstrated commitment to client service and professional representation of the organization.  
• Proficient de-escalation skills.  Ability to surmount internal and external job pressures.  Excellent listening skills, and the ability to provide and receive effective feedback.  
• Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
• Superior attention to detail, and organized, methodical approach to completion of tasks.
• Demonstrated ability to work well independently, collaboratively, and in an advisory capacity, and liaise effectively with a wide and diverse range of internal and external stakeholders.
• Advanced organizational, coordinative and time management skills, with the ability to prioritize work effectively for self and others, meet tight deadlines and work well under pressure.
• Demonstrated successful experience of prioritizing work, making decisions and communicating with others within a values framework of respect, equity, anti-racism, diversity and inclusivity.

Additional Requirements:    

• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work 100% onsite as required, abiding by organization health and safety policies.
• Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
• Provision of certification of AODA and OHSA online training course completion prior to assignment start.
• Satisfactory Background Checks, Technical Skills Evaluations, and Employment References.

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.

Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.

Please note that Marberg Staffing only accepts applications through Indeed.ca, LinkedIn and marberg.com.

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians.  Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.

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