2026-0035 Executive Administratve Assistant, eSAFE...

Job Type & Duration: Rotation (12 months)

Shift Information: Monday to Friday, 35 hours per week

Affiliation: NRG

Number of Positions Open: 1

Posting Period: June 5th - June 11th, 2026 (5 day posting)

General Accountabilities

1. Coordinate the overall administrative services operation for designated Executives of the Company. Provide administrative, clerical and secretarial services pertinent to communications, project coordination and records management. Prepare correspondence, take Minutes of meetings, and prepare draft communications, presentation material, and organization charts, using submissions, general guidance or direction to meet requirements. Prepare, have access to, use and process confidential material as required.

2. Manage the office system for tracking internal and external correspondence and action items for management. Maintain calendars for meetings and appointments. Prioritize appointments and meetings to meet schedules. Screen calls and visitors. Redirect to other Company officials or subject expert personnel as appropriate.

4. Make all arrangements for managerial meetings involving either, senior management, company staff, government officials, external clients or customers. Provide coordination services of scheduling, follow up or enquiries on priority projects, response results, acquiring of special needs, etc. related to such as strategic planning or special project activities, performance measurement and reporting requirements.

5. Perform research and data gathering activities to acquire information for meeting or other managerial needs. Prepare and assemble information materials to meet requirements for presentations, Board or committee meetings. Access and use confidential materials as necessary to complete assignments.

6. Participate with management in setting priorities, scheduling for work projects, informing on the status of work, target dates, scheduling of meetings and impact of new or conflicting assignments or events. Handle all incoming and outgoing mail and telephone calls for the Office. Interface with internal and external contacts to determine actions, issues and priority of response. Route direct enquiries or communications to appropriate staff. Ensure that complaints and executive inquiries from contractors are appropriately directed.

7. Monitor vacation and sick leave and prepare exception reports for processing by HR.

8. Provide coordination services for all submissions to the Executive Team, the Board of Directors and other Board, Industry and Consumer Committees. Maintain the Tracking System to ensure deadlines are met.

9. Responsible for the setup and maintenance of the Records Centre for the General Counsel. Act as the official custodian for the confidential and general files. Establish and maintain the retention schedules and arrange for storage of records.

10. Perform administrative/clerical services for the submission of projected costs for budgeting use (such as the Annual General Meeting, Industry Advisory Council, Consumer Advisory Committee). Assist in the fmal preparation/formatting of fmancial statements required by the Board or the Ministry. Prepare and process Management expense reports according to established procedure. Track Committee members' expenses and payments to answer queries and follow up as needed.

11. Prepare all necessary travel and accommodation arrangements. Obtain required travel documents for Management, Board or Committee members. Perform space facilities planning and coordination services. Administer associated contracts. Monitor the equipment and furniture inventory. Assist in the plarming of the office facilities.

17. Liaise with building management or other business units for services (includes such as cleaning staff, telephone or locksmith changes).

18. Provide coordination services for special events, which include the Annual General Meeting, Strategic Plarming Sessions and require monitoring of budget allowances.

19. Within the general context of job responsibilities - make suggestions on office operation improvements that may lead to efficiencies - keep up to date on current topics or events that may have impact on the business - discuss with Supervisor or others as appropriate.

20. Perform other duties as required.

Education

• High School Graduation. University Degree or College courses in office administration is an asset.

• Requires knowledge of English and technical writing to prepare the necessary reports and to effectively communicate and carry out the work.

Experience :

• At least 3 years in an office administration setting.

• TIC Industry experience is an asset

Skills & Qualifications:

• Requires the ability to be extremely organized while meeting tight timelines and managing change in a professional and efficient manner.

• Requires knowledge of business mathematics and statistics as they relate to cost reporting and budgeting process when extracting or summarizing data, performing calculations or preparing tables and graphs.

• Requires an understanding of business and office principles to assimilate data, maintain records and to handle details associated with office operations.

• Requires knowledge of HR fundamentals to be able to respond to collective agreement queries.

• Requires knowledge of various business software packages for the purposes of extracting and analyzing data for forecasting, planning, identifying and mitigating unplanned variances.

• Requires the ability to provide business operations analysis for financial performance and measure results against expectations.

• Requires experience/exposure to understand administrative and office operations across the company and each department’s roles/responsibilities.

• Requires experience with budget planning, preparation, submission, reporting and forecasting. These activities focus on processing all the requirements involved in budget preparation; variance explanations and the procedures, practices and regulations associated with the budget system.

• Requires familiarity with statistical reporting systems and tools. Requires experience in the setup, security and maintenance of records. • Requires experience to understand the company’s communications needs, office equipment, tools (Inc. Computer equipment, vehicles, PPE, etc.).

• Requires experience to understand marketing requirements and providers.

• Requires experience supervising and coaching staff in a unionized environment.

REPORTING RELATIONSHIPS

Reports to: Enzo Tramontozzi

Direct Reports: n/a

Works Closely with: Operations, P&C, Finance

Notes(s):

·       PLEASE NOTE THAT THE CLOSING DATE IS FIRM.

·       ESA Applicants – please ensure you have submitted your Vacancy Application Form prior to applying

ESA may use automated or AI-assisted tools to support certain aspects of the recruitment and selection process.

The salary range for this position is subject to change and will be determined in accordance with the applicable collective agreement or, where no collective agreement applies, based on the successful candidate’s skills, experience, and internal equity.

We are committed to removing barriers that candidates may experience in our recruitment process. Please email View email address on careers.esasafe.com with any accommodation requests, or if there is anything we can do to enable your inclusive participation in the process.