Executive Assistant, GRE&T Centre (Non-Union)
Full-time, 35 hours/ week, Hybrid, Vaughan
Status: This position is a new replacement
At Alectra, we energize a brighter future by empowering our workforce through the talent of tomorrow's bright minds. We promote a culture that encourages collaboration, celebrates innovation and supports lifelong learning. We are committed to creating a safe and inclusive workplace where everyone succeeds and has the opportunity to make a meaningful difference.
Are you a proactive, highly organized Executive Assistant to support the Vice-President of the GRE&T Centre and our Executive Management Team at Digital & Innovation? In this role, you’ll be a trusted partner who manages and coordinates key administrative functions, ensuring seamless operations across the Centre. .
In this position, you will also collaborate closely with the EA office for executive leaders including the EVP, Chief Digital & Innovation Officer, and VPs across Product Development, IT Operations, and D&I. This is a unique opportunity to engage with various departments and contribute to the success of strategic initiatives across the organization.
What you’ll do
Support the VP, GRE&T Centre with calendar management and meeting administration, including, scheduling appointments/meetings, arranging conference calls, providing meeting support and catering as required, and making travel and accommodation arrangements
When required, provide support on administrative tasks as needed including setting up purchase orders, and responding to payment and billing inquires including follow up with vendors as necessary to ensure the efficiency and timeliness of invoicing and payment process.
Liaises with the Board of Directors, administrative staff, government agencies and Municipal officials; supports GRE&T Centre Advisory Committee meetings.
Opens and reviews communications and daily correspondence (internal and external) and prioritizes or responds on behalf of Executive members
Prepares agendas, required materials, meeting minutes and completes required follow-up and/or distribution
Assists in the preparation of business presentations and reports
Completes all routine administrative tasks and maintains office supplies and materials
Compiles and prepares expense reports
Provides support with the planning, design and implementation of projects and key initiatives
Identifies opportunities to streamline or automate processes to continuously improve service delivery
Supporting annual department planning meetings, mid-year review meetings, and regular monthly departmental meetings and team events.
Manage, update and reconcile corporate credit card and expense reports for all domain Heads and for the VP, GRE&T Centre
Maintain a confidential filing system; prepare agendas, meeting minutes and complete required follow-up and/or distribution.
Support timesheet management ensuring staff timesheet entries are timely and adhere to the work order allocation process; initiate communications and proper training to team members ensuring proper time allocation and work orders are used for payroll costing and reporting; track and report on vacation and other leave management.
Build effective working relationship and work collaboratively with all other business groups across Alectra and support GRE&T Centre to support resolve issues as related to
Trouble shoot and investigate issues encountered in the JDE system; coordinate and work with IT, Payroll, AP, Procurement and ERP teams to resolve the issues in a timely manner; document JDE system processes and provide on-going training to team members.
Work closely with each domain Head at the GRE&T center to support year-end close and the expense and revenue accrual process, ensuring all year-end close requirements are met.
Assist with new hire onboarding and offboarding administration, order all necessary equipment, facilitate orientations and maintain appropriate office and HR policies.
Proactively manage various administrative procedures/tasks to ensure efficient operation of the office - ordering supplies, vacation coverage, and safety requirements.
Work collaboratively and in conjunction with other team members to support meetings and events hosted at the Cityview location and other Alectra locations as required.
Perform other projects and duties as assigned; support the GRE&T team members and support in building team effectiveness and cohesiveness;
Ensure compliance to legislative, regulatory and Health & Safety policies, procedures and standards.
Corporate Values and Conduct:
Demonstrate professional conduct and align with Alectra’s core values of safety, teamwork, and customer focus.
Other Duties:
Perform additional tasks as assigned to support operational objectives
Who you are
Education & Specialized Knowledge
College or university degree in Business Administration or relevant equivalent;
Professional knowledge in Microsoft Office (Word, Excel, Outlook, PowerPoint), Adobe Acrobat and Visio
Experience
3-5 years of experience as an administrative or executive assistant, preferably in the energy industry;
Past experience in supporting Board or other executive committee meetings would be an asset; and
Strong working experience in SharePoint, Co-pilot and JDE systems including Procurement, AP, Expenses, and Time Management functions would be an asset.
Skills/Abilities/Competencies
Strong written and oral communication skills, with the ability to compose and explain information in an organized and concise way
Solid problem-solving and analytical skills with the ability to provide practical and/or innovative solutions to complex technical issues
Technologically savvy with excellent organizational skills with a proven ability to prioritize; demonstrate high level of business professionalism and discretion in handling confidential information.
Strong ability to plan, prioritize and execute multiple demands, projects, and/or initiatives within established timelines
Solid problem-solving skills with strong results orientation and ability to deliver under tight deadline;
Ability to plan, prioritize and execute multiple demands, projects
Experience dealing with sensitive and confidential information.
Adapt quickly to new technological programs and systems;
Solid interpersonal and communication skills (both verbal and written) with positive attitude;
Self-motivated with a solid work ethic, maintaining strong attention to detail, and the ability to multi-task in a fast-paced environment;
Ability to build and maintain collaborative working relationships with internal and external stakeholders;
Adhere to organizational procedures and policies to ensure outstanding productivity and performance;
Proven ability to work collaboratively and effectively with peers in a team-based environment;
Energetic and enthusiastic team player committed to overall success of the organization.
Must hold and maintain a valid class “G” driver’s license.
Where you will work
Hybrid: This role is based in a hybrid environment, allowing for a mix of remote and in-office work to support team collaboration and business needs.
Who we are
As the largest municipally owned electric utility in Canada, we are committed to growing, evolving and remaining innovative to build a sustainable and brighter future. Our values set us apart and are our fundamental beliefs about our organization:
Safety: Stay aware, prevent risks and protect each other.
Respect: Value everyone, act honestly and foster inclusion.
Customer Focus: Be reliable, anticipate needs and deliver exceptional solutions with care.
Excellence: Elevate performance, embrace diversity and deliver quality through collaboration.
Innovation: Drive growth by embracing change, creativity and continuous improvement.
Here’s why Alectra might be your ideal workplace:
We offer comprehensive benefits. From health and wellness programs to financial security though our Defined Benefit Pension Plan – we offer a robust benefits package that supports you and your family.
We invest in your career development. At Alectra, we care about our team’s future through offering ongoing trainings, mentorship and learning opportunities.
We care about you work-life balance. Understanding that taking time off is essential to employee well-being, sustained productivity and high performance, we offer the following:
Time off: At Alectra, we offer various time off options for our employees including vacation time, personal days, milestone parental leave top-up, volunteer days and bereavement days.
Disconnecting from work: We prioritize your well-being through our “Disconnect from Work” policy which ensures you can maintain a healthy work-life balance.
Hybrid work environment: Based on operational requirements, we offer flexible working arrangements that include working remotely or on-site.
At Alectra, your unique contributions matter and help drive our collective success to a more sustainable and brighter future.
Ready to Apply?
If this sounds like you and gets you excited, we’d love to hear from you! Simply click the apply button to submit your resume and take the first step toward joining our team. Due to the high volume of applications, we are unable to accept resumes via email. All applicants must apply through our careers page to be considered.
At Alectra, we celebrate diversity and are committed to an inclusive recruitment process that honours the dignity and independence of all applicants. If you require accommodation during the process, please contact careers@alectra.com. We will work with you to ensure your needs are being met to the point of undue hardship.
Thank you for your interest in building a career with us. While we appreciate all applicants, only those selected for an interview will be contacted.
Please note: We kindly request no unsolicited resumes or agency referrals. Alectra does not accept resumes from recruitment agencies for any open positions unless a valid contract is in place.
Use of Artificial Intelligence (AI) in Recruitment
At Alectra, we’re committed to energizing a brighter future through innovation and responsible technology use. While we may use digital tools to support the efficiency of our recruitment process, we do not use AI to identify or screen candidates. Applications are personally reviewed by either a member of the Talent Acquisition team or one of the hiring leaders, ensuring a fair and human-centered experience for all applicants.
Who we are
As the largest municipally owned electric utility in Canada, we are committed to growing, evolving and remaining innovative to build a sustainable and brighter future. Our values set us apart and are our fundamental beliefs about our organization:
Safety: Stay aware, prevent risks and protect each other.
Respect: Value everyone, act honestly and foster inclusion.
Customer Focus:Be reliable, anticipate needs and deliver exceptional solutions with care.
Excellence:Elevate performance, embrace diversity and deliver quality through collaboration.
Innovation:Drive growth by embracing change, creativity and continuous improvement.
Here’s why Alectra might be your ideal workplace:
We offer comprehensive benefits. From health and wellness programs to financial security though our Defined Benefit Pension Plan – we offer a robust benefits package that supports you and your family.
We invest in your career development. At Alectra, we care about our team’s future through offering ongoing trainings, mentorship and learning opportunities.
We care about you work-life balance. Understanding that taking time off is essential to employee well-being, sustained productivity and high performance, we offer the following:
Time off: At Alectra, we offer various time off options for our employees including vacation time, personal days, milestone parental leave top-up, volunteer days and bereavement days.
Disconnecting from work: We prioritize your well-being through our “Disconnect from Work” policy which ensures you can maintain a healthy work-life balance.
Hybrid work environment (if applicable): Based on operational requirements, we offer flexible working arrangements that include working remotely or on-site.
At Alectra, your unique contributions matter and help drive our collective success to a more sustainable and brighter future.
Ready to Apply?
If this sounds like you and gets you excited, we’d love to hear from you! Simply click the apply button to submit your resume and take the first step toward joining our team. Due to the high volume of applications, we are unable to accept resumes via email. All applicants must apply through our careers page to be considered.
At Alectra, we celebrate diversity and are committed to an inclusive recruitment process that honours the dignity and independence of all applicants. If you require accommodation during the process, please contact careers@alectra.com. We will work with you to ensure your needs are being met to the point of undue hardship.
Thank you for your interest in building a career with us. While we appreciate all applicants, only those selected for an interview will be contacted.
Please note: We kindly request no unsolicited resumes or agency referrals. Alectra does not accept resumes from recruitment agencies for any open positions unless a valid contract is in place.
Use of Artificial Intelligence (AI) in Recruitment
At Alectra, we’re committed to energizing a brighter future through innovation and responsible technology use. While we may use digital tools to support the efficiency of our recruitment process, we do not use AI to identify or screen candidates. Applications are personally reviewed by either a member of the Talent Acquisition team or one of the hiring leaders, ensuring a fair and human-centered experience for all applicants.
