Executive Assistant to the Chief Operating Officer 

Elections Ontario, Toronto, ON

Closing Date September 15,2021 Location Toronto, ON Work Type


Salary Range $66,388 per year Experience Level  - Job ID
Job Description
Position Status: Temporary Assignment to August 31, 2022
Posting Status:  Open  
Location:  51 Rolark Drive, Toronto, Ontario M1R 3B1 and 95 St. Clair Avenue West, Toronto, Ontario M4V 1N6
Starting Salary: $66,388 per year  
Hours of Work: 36.25 per week
Posting Date:  September 7, 2021
Closing Date: September 15, 2021

Who we are 
The Office of the Chief Electoral Officer (Elections Ontario) is an independent, non-partisan office of the Legislative Assembly of Ontario, responsible for administering provincial elections, by-elections, and referenda in Ontario. We are committed to making voting easy and accessible for all electors, while maintaining the integrity, security, and transparency of the electoral process.

Join our team 
The Office of the Chief Electoral Officer seeks a highly motivated self-starter with excellent organization and communication skills to provide executive support services to the Chief Operating Officer (COO) including the coordination of operational policy, administrative and program matters/advice and issues and relationship management activities.

What to expect in this role?
Working alongside the Chief Operating Officer, you will:
Be a valuable member of a small and collaborative Executive Office team
Have the opportunity to gain first-hand experience and an understanding of all operational aspects of election administration.
Track and keep the COO abreast of emerging issues and requests from both internal and external stakeholders on matters relating to the Operations Cluster
Maintain and develop strong relationships with internal and external stakeholders while offering point-of-contact support to collaborate on special projects and interjurisdictional business for the Executive team.
Prepare reports, analyses, and position papers that align with Elections Ontario’s (EO’s) key messaging and initiatives for the consideration of the Executive team, committees, as well as government bodies.
Provide Executive support at committee meetings and act as the coordinator for the preparation of meeting agendas, minutes, research, and follow-up briefings
Manage and coordinate the issues management function including the review of high priority issues involving politically sensitive matters or matters of a contentious/confidential nature ensuring the preparation of briefing and issue note requests and Executive correspondence.
Compose correspondence, create presentations, and handle confidential information, keeping track of pending items and communicate with various jurisdictions, outside agencies, staff, political party, and government offices to request or respond to information.
Develop recommendations to improve administrative systems and operational procedures to support the management and delivery of programs, services, and projects to support EO’s strategic plan and mandate.
Attend EO committee meetings, provide follow up and support to the Executive on actions pertaining to the Operations cluster.

What you need to qualify
Demonstrated knowledge of the protocols and practices of an Executive office and its relationships with other Executive offices, including internal/external partners and stakeholders.
Demonstrated knowledge of and experience applying the theories, principles, and techniques of policy development, as well as demonstrated knowledge of the structure and operation of Executive committees and Executive committee decision-making.
Demonstrated knowledge of issues management methodologies and experience applying strategic planning, analytical, and issue management skills.
Demonstrated experience dealing with sensitive, contentious, and confidential issues and exercising discretion and political acuity.
Demonstrated knowledge of financial management practices, estimates, finance, and accounting procedures.
Highly developed interpersonal, communication, relationship management, and partnership building skills.
Demonstrated analytical, problem solving, and research skills
Highly developed organizational, planning, and time management skills.
Well-developed oral and written communication skills.
Demonstrated knowledge and experience using Internet and computer business/office software.
Demonstrated group leadership skills
Knowledge and understanding of EO operations, structure, and electoral practices.
Must be legally entitled to work in Canada

The successful candidate(s) will be required to work in-office; however, alternative work arrangements (Telework and Compressed Work Week) are available based on operational requirements.

How to Apply

Our recruitment process reflects our mission to uphold the integrity and accessibility of the electoral process and to manage elections in an efficient, fair, and impartial manner. We offer career growth opportunities and a competitive rewards program.

Please submit your cover letter and resume as one attachment, quoting File #EO- 2021-70 in the subject line, to EA to COO no later than September 15, 2021.

We thank all applicants for their submission. Only those candidates selected for an interview will be contacted.

How to request an accommodation

Elections Ontario is an equal opportunity employer. We are committed to fostering an inclusive, equitable and accessible environment, where all employees feel valued, respected, and supported.

Under the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, we provide accommodations to applicants with disabilities throughout the recruitment and selection process. If you require a disability-related accommodation to participate, please call 1-888-668-8683, send a fax to 1-866-714- 2809, TTY at 1-888-292-2312 or email hr@elections.on.ca.