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Administrative Assistant - ISD

Date: Jan 13, 2022

Location: Toronto, ON, CA

Company: Hydro One Networks Inc

43480 - Toronto - Temporary - 15 months 

 

Hydro One is proud to be the largest electricity transmission and distribution provider in Ontario, serving nearly  1.4 million customers. We have a long history in the industry with our roots dating back over 110 years to 1906. Since then, we have worked to grow and evolve to meet the changing needs of our customers and communities across Ontario. Today, we’re focused on providing exceptional customer service and ensuring we are building safe communities where we live, work and play.

It’s an exciting time to join the team at Hydro One!

 

Job Function

This role will provide administrative support, where required, to two directors in the ISD group - Director, Enterprise IT and Director, IT Operations. The incumbent in this role is expected to split their time between Toronto and Barrie locations.

 

Accountabilities:

  • Manage and be responsible for the provision of administrative services relative to communications project coordinatorion and records management - ie:sorting electronic and physical mail, processing outgoing mail, forms, reports, routine correspondence, maintenance of records and district annoucements/communications, onboarding/termination of employees etc.
  • Prepare correspondence and submissions, including reports, forms, memos, meeting minutes
  • Conduct research and data gathering activities to obtain required information from internal and external sources, preparing and assembling materials. 
  • Provide administrative and support services relative to communications, report generation and records management in accordance with protocol and following records retention schedules
  • Establish bring forward / tracking systems; establish priorities with supervisor regarding work in progress; staff training etc., and ensure appropriate follow-up where necessary
  • Work with management, records staff, information systems, to setup and maintain electronic and hard copy departmental records in accordance with records management policies, health, safety and environment and procedures
  • Maintain calendar, coordinating requests for directors’ times with that of internal staff, senior managements, external groups and government agencies 
  • Controll all incoming and outgoing mail, telephone calls, and interface with contacts.
  • Arrange meetings with internal staff, senior management, external groups and government as required – ie: room reservations, refreshments, notification of participants, arranging audio-visual equipment, preparation and distribution of meeting material; ensure  required reference materials is distributed in advance of meeting
  • Coordinate and participate with supervisor in setting priorities, scheduling work projects, advising on the status of work, target dates, scheduling meetings and the scheduling impact of new or pending assignments. 
  • Inform senior management of topics, and issues to be discussed as required.
  • Perform a liaison function between a supervisor and other senior management, including the executive office, to coordinate various activities and projects such as business planning, budget preparation, performance measurement and reporting, etc. 
  • Manage the administrative responsibilities associated with supervisor's membership on external boards, committees and agencies, including coordinating supervisor's schedule with those of external groups and individuals 
  • Coordinate with various internal and external personnel, such as, ISD, System Operations,  Distribution Lines, Customer Care,  various agencies in the electricity industry (IESO, etc.), and various vendors
  • Maintain tracking systems to ensure deadlines are met ie: computerized office systems for tracking internal and external correspondence and status of various projects
  • Coordinate Business Units initiatives submission.
  • Coordinate and be responsible for all domestic and overseas travel, transportation and accommodation arrangements, including personal itinerary, cash advances, provision of foreign currency, expense management etc. 
  • Determine the issue and priority of response. 
  • Re-route direct enquiries or communications as necessary to appropriate staff within the company. 
  • Within the general context of job responsibilities, make suggestions regarding improved administrative efficiency and develop and recommend various administrative procedures 
  • Special projects as assigned

 

Selection Criteria:

  • This position requires someone with 5-7+ years of experience supporting senior level leaders
  • Related post-secondary education
  • Advanced proficiency in Microsoft Office applications and knowledge of SharePoint, as well as SAP
  • Exceptional written and verbal communication skills, a critical thinker with the ability to exercise sound judgment, confidentiality, discretion and integrity at all times
  • Ability to present with exceptional professionalism and diplomacy
  • Excellent time management skills to assist with productive management of schedules
  • Flexibility and ability to recognize and identify constantly shifting priorities and deadlines
  • Experience working on special projects and demonstrated flexibility with regard to types of tasks assigned and with initiative to develop new projects. Ability to work under pressure and deal with conflicting priorities and deadlines is critical to the role
  • Experience working with clients, staff, vendors and organizations serving diverse groups is an asset
  • Detail oriented, analytical with ability to problem-solve
  • Highly motivated self-starter who is proactive at taking initiatives, identifying issues and making recommendations as solutions to problems.


At Hydro One we understand that the success and strength of our business rests with our people. When we develop their skills, we are investing in both their success and ours. To secure the best talent, we seek to create a workforce that reflects the diverse populations of the communities where we live and work and to create a culture based on safety, innovation and inclusiveness.

 

We are honoured to be recognized by Forbes in its list of Canada’s Best Employers for 2021.

 

Thank you for considering a career with Hydro One, we welcome applications from all qualified candidates. If you are having difficulty using our online application system and you need an accommodation due to a disability, please email careers@hydroone.com. Hydro One will provide reasonable accommodation for qualified individuals with disabilities in the job application process.

 

Please note this email is only for accommodation requests. Resumes sent to this email address will not be considered.

 

Deadline: January 26, 2022

 

 

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