Executive Assistant

Oakville Enterprises
Oakville, Ontario

Last Day to Apply: May 02, 2019

Executive Assistant

Oakville Enterprises Corporation – Oakville, ON 

Oakville Enterprises (OEC) operates a family of energy and infrastructure companies specializing in providing integrated services that include utility engineering, asset management, utility locates, fibre network design, GIS mobile and aerial mapping, GIS management, commercial energy generation/storage, electricity distribution and more. Visit our website at www.oecorp.ca for additional information.

Our businesses serve municipalities, telecommunications, electrical distribution, and energy infrastructure businesses throughout Canada and beyond.

People are at the centre of our brand. Every day we deliver on our brand promise to Cherish Customers, Deliver Flawlessly, and Stay a Step Ahead. Our people look beyond the conventional and reach for the extraordinary to win outside the box.

Successful OEC employees:

  • Customer-centric – you understand and embrace the role of delivering exemplary service
  • Leadership – you lead by example through your actions and attitudes
  • Innovation - you look for opportunities to improve, do things differently, and add value for our customers and business
  • Commitment to Excellence - in all that you do 

We promote a culture that is diverse, inclusive, innovative, and performance driven in an environment that is fun and exciting. Individuals who choose to be a part of our organization are offered:

  • Potential to lead innovative projects and initiatives
  • Career path exploration and development opportunities
  • Opportunities to get involved with teams and charitable events that support the community
  • Comprehensive total reward package 

About the Role

We’re looking for a dynamic individual with exceptional organization skills, writing skills and a keen eye for detail. The ideal candidate thrives in a busy, ever changing environment.   Reporting to the Corporate Secretary, the Executive Assistant is required to provide a full range of administrative support functions to members of the Senior Leadership Team. The Executive Assistant’s work assignments are complex in nature, requiring considerable initiative, resourcefulness, accuracy, judgment, tact and discretion.

Accountabilities Include: 

Executive Support

  • Accountable for the efficient and timely office administration and operation of the Executive Offices of OEC Corporation
  • Maintain a high level of visibility and an approachable image to ensure positive relationships with peers in all OEC businesses, customers’ and stakeholders’
  • Develop and implement process improvements to maximize efficiencies 
  • Proactive management of the corporate calendar, executive calendars, task lists, e-mail and coordination of travel, meetings and conference calls
  • Prepare correspondence including editing, finalizing, monthly communications and bulletins on behalf of the Executive Team
  • Organize meeting material, minute taking and preparation for Senior Leadership Team meetings
  • Manage expenses; including invoice payments and sourcing best practices for cost-effective purchases
  • Liaise with internal departments and external organizations and associations on behalf of the President and members of the Senior Leadership Team
  • Planning and coordinating various business and community events
  • Event management (Halloween, Santa Claus parade, Holiday event etc.) including logistics (communication, location, supplies, materials, RSVPs etc.).
  • Monitor emails and communications of a time sensitive nature on an ad-hoc basis to ensure we are able to meet service deliverables for the board and Senior Leadership Team members in a timely manner
  • Complete special projects and assist with Corporate Program Management as required

Board Support and Event Management

  • Act as a back-up for the Corporate Secretary of the Board function as required (board committee and Board meetings – governance practices and minute taking/preparation)
  • Compose and/or edit Board-related documents and correspondence
  • Prepare various reports as required and correspondence for various teams at OEC when necessary and required
  • Planning and coordinating various business and community events
  • Organize meetings and executive functions including, but not limited to, food and beverage requirements, meetings, set-up/clean-up 

Successful Candidates will possess the following Qualifications and Skills: 

  • A University Degree or College Diploma in Business or Public Administration or related field, or equivalent experience
  • A minimum of 5 – 10 years’ experience working in a senior Executive Assistant or Board Assistant role within a corporate environment
  • A high degree of professionalism showcasing sound judgment and effective       decision-making at the appropriate level
  • Diplomacy and discretion in handling information of confidential and/or sensitive nature
  • Ability to organize with a high level of dependability and a proactive “can-do “ attitude
  • Excellent interpersonal and communication skills (written and verbal) with the ability to work with individuals at all levels of the organization
  • Keen attention to detail with emphasis on format, structure, grammar, punctuation, consistency, adherence to standards and spelling
  • Ability to prioritize in a demanding and fast-paced environment
  • Manage matters calmly and effectively in high stress situations
  • Advanced computer skills using the latest e-mail and web-based technology, PC operation, file structures, applications with a strong knowledge of all Microsoft Office products (Word, excel, PowerPoint)
  • Due to the operational hours of our client groups, this position requires occasional flexibility to work outside of standard business hours 

Please send your resume with the position title in the subject line, to HR@oecorp.ca  

Oakville Enterprises is an Equal Opportunity Employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, Oakville Enterprises will provide accommodations to applicants with disabilities throughout the recruitment, selection and/or assessment process. If selected to participate in the recruitment, selection and/or assessment process, please inform Human Resources staff of the nature of any accommodation(s) that you may require.

April 2, 2019



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