Executive Administrator

Portfolio

Regular, Full time

Closing Date: March 17, 2025

The Ontario Securities Commission (OSC) is the statutory body responsible for regulating Ontario’s capital markets in accordance with the mandate established in the provincial Securities Act and the Commodity Futures Act. The mandate of the OSC is to provide protection to investors from unfair, improper or fraudulent practices, to foster fair, efficient and competitive capital markets and confidence in the capital markets, to foster capital formation, and to contribute to the stability of the financial system and the reduction of systemic risk. This mandate is performed through policy, operational, and enforcement activities. The OSC also contributes to national and global securities regulation development.

We offer a diverse, fair, and flexible work environment and take pride in our challenging and rewarding work.

The Executive Administrator is responsible for providing Executive administrative and operational support services to the Executive Vice President (EVP), Enforcement.  This is an exciting opportunity to support the EVP in leading the Enforcement Division and in achieving the Division’s strategic priorities.  
 

Key Duties and Responsibilities
 

By utilizing strong professional business acumen and critical thinking the successful incumbent will independently provide seamless executive administrative and operational support services to the EVP by proactively performing the following activities:

• Act as the central point of contact for the EVP by screening all incoming inquiries and using sound judgement when determining level of urgency for follow up or escalation.
• In coordination with the EVP, manage the EVP’s email, calendar and appointments by planning and prioritizing responses, meeting requests and organizing all related meeting room, technology, agenda, materials, and catering requirements.  
• Coordinate calendared meeting support materials.
• With guidance from the EVP prepare PowerPoint presentation materials. 
• Coordinate travel arrangements including booking airfare, accommodation, ground transportation and associated approval requests.
• Coordinate Enforcement Management Team meeting agendas and prepare material/minutes as required.
• Coordinate CSA and IOSCO Enforcement and other external organizations meeting (e.g., RCMP, CBA, etc.) materials.
• Lead the planning and coordination of large and complex meeting or event logistics, technical requirements, room or venue booking, materials, catering and communications.
• Prepare expense reports, quarterly disclosure statements, specialized documents, notices, reports, presentations and conduct research on key issues to inform document preparation.
• Coordinate administrative processes and provide technical assistance in consultation with Human Resources, Information Technology, Office Services and Finance.
• Manage EVP files and records, as needed.
• Anticipate upcoming administrative issues and identify viable solutions and business improvement opportunities for the Enforcement Division.
• Provide back-up as needed to other administrative team members in the Enforcement Division.
   

Qualifications

• Completion of a college or university program in a business-related field.
• Proven track record of supporting Executives with a demonstrated ability to anticipate needs and resolve issues before they arise while ensuring the Executive’s time is optimized. 
• Self-starter with excellent organizational skills and the capacity to manage multiple competing priorities.
• Demonstrates strong interpersonal communication skills to foster relationships with tact and diplomacy.
• Demonstrated ability to handle sensitive or confidential matters with discretion.
• Gives strong attention to detail.
• Proactive and solution-oriented when engaging in problem-solving.
• Demonstrated customer service orientation and ability to work both independently and in a team-environment, acting as a resource for other staff while partnering with executives to manage complex priorities.
• Experience working with expense submission and tracking applications.
• Advanced proficiency in Microsoft Office applications including Word, Excel, PowerPoint, and SharePoint to extract and provide information/data.  Experience with Workday is an asset.
• Ability to communicate fluently in French is an asset.

Grow your career and make a difference working at the OSC.

* OSC Employees: please apply in Workday using the Browse Jobs feature within your Jobs Hub *

We thank all applicants for their interest in the Ontario Securities Commission. We will contact those selected for an interview.

The OSC is committed to diversity and providing an inclusive workplace and providing accommodation in accordance with the Accessibility for Ontarians with Disabilities Act and the Human Rights Code. It is our priority to ensure employment opportunities are visible and barrier-free to all under-represented groups including but not limited to, Indigenous, Black and racialized groups, people with disabilities, women and people from the 2SLGBTQI+ community, to achieve an employee demographic profile reflective of the demographic profile of Ontarians.

The OSC is a proud partner with the following organizations: Ascend Canada, BlackNorth Initiative, Canadian Centre for Diversity and Inclusion, and Pride at Work Canada

If you require an accommodation during the recruitment process, please let us know by contacting our confidential inbox [email protected].  
 

Visit Accessibility at the OSC to review the OSC’s policies on accessibility and accommodation in the workplace.