Executive Assistant

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Are you a highly organized and proactive professional with experience in supporting executive leadership? Join our dynamic team at the Centre of Data Intelligence and Innovation within the Inspectorate of Policing as an Executive Assistant to the Executive Data Officer! In this pivotal role, you will provide comprehensive executive, financial, human resources and administrative support to the Director and the managers of the Centre of Data Intelligence and Innovation branch, ensuring smooth and efficient operations.

About us | Inspectorate of Policing

The Inspectorate of Policing serves the public interest by promoting accountability in the policing sector, operating at arm's length from the government. We provide regulatory oversight to ensure compliance with the Community Safety and Policing Act and its regulations.

Centre of Data Intelligence and Innovation branch drives continuous improvement in Ontario's policing sector through data collection, analysis research and performance measurement.

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OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:

We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.

Visit the OPS Anti-Racism Policy and the OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's Human Rights Code. Refer to the "How to apply" section if you require a disability-related accommodation.

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What can I expect to do in this role?

You will:

• Provide executive advice and support to the director
• Review material and prioritize information for the director, maintaining a bring-forward system.
• Brief the director on matters that may be confidential or sensitive in nature;
• Coordinate, analyze and respond to contentious and/or critical issues;
• Coordinate and monitor financial forecasts, budgets and contract management;
• Lead, coordinate and support a variety of special projects;
• Develop and manage systems and processes for internal branch administration, inclusive of scheduling branch/divisional meetings, meetings with policing sector and other national and international agencies.
• Act as a focal point of contact between the Director and other offices and liaise
• Liaise with internal and external stakeholders
• Handle information requests from stakeholders and ministry executives;
• Draft, update or coordinate the preparation of various correspondence and documentation (e.g. briefing notes, presentation material, reports, issues management correspondence, templates etc.).
• Provide coordination of branch operational matters, issues management, and project activities.
• Coordinate the preparation of communications for the branch.
• Support and coordinate the human resources functions of the branch.
• Research and complete special assignments.

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How do I qualify?

Technical Knowledge and Experience

• You have experience with business and operational processes as well as financial reporting and budget control procedures.
• You have project management experience to lead, support and coordinate a variety of projects.
• You are proficient with computer applications such as Word, Excel, SharePoint and PowerPoint.

Administrative Knowledge

• You have experience with administrative processes and protocols to effectively coordinate the flow and content of briefing materials and handling of information and issues for the branch.
• You have an understanding of government approval and policy development processes.
• You have knowledge of human resources polices and guidelines to assist with staffing and ensure employee documentation processes are in place.

Organizational and Judgement Skills

• You have planning and organizational skills to coordinate and prioritize work and ensure deadlines are met.
• You have the ability to review and assign work to staff and determine when to bring issues/problems forward to the Director's attention.
• You have judgement skills and political acuity to identify situations/occurrences with political overtones and respond appropriately.

Communication and Interpersonal Skills

• You have oral and written communication skills to prepare briefing notes, slide decks, various correspondence and respond to inquiries.
• You have conflict resolution and negotiation skills to resolve conflicts and ensure the timely, consistent and effective delivery of information.
• You have consultation skills to influence desired outcomes with other branches, divisional offices and other external stakeholders.
• You have tact and discretion to provide information and liaise with stakeholders, ministry executives and the general public.

Analytical, Research and Problem Solving Skills

• You can interpret and apply administrative policies/procedures.
• You can identify and research contentious issues and determine optimum resolutions.
• You have analytical skills to review and prepare draft reports on budget/forecasting and contract management.

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Additional information:

Note:

• In accordance with the Ontario Public Service (OPS), Employment Screening Checks Policy (ESCP), the top candidate(s) may be required to undergo a security screening check. Refer to the above to determine the screening checks that are required for this position.
  
  Required security screening checks along with your written consent, will be sent to the Transition and Security Office (TSO), Corporate Talent Programs Branch, Talent and Leadership Division to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional employment screening checks that were not obtained directly by you.
  
  A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The employment screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual's employment screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Employment screening check records will be maintained by the TSO and kept strictly confidential.
• T-SL-223172/24

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How to apply:

1. You must apply online.
2. Your cover letter and resume combined should not exceed five (5) pages. For tips and tools on how to write a concise cover letter and resume, review the Writing a Cover Letter and Resume: Tips, Tools and Resources.
3. Customize your cover letter and resume to the qualifications listed on the job ad. Using concrete examples, you must show how you demonstrated the requirements for this job. We rely on the information you provide to us.
4. Read the to make sure you understand this job.
5. OPS employees are required to quote their WIN EMPLOYEE ID number when applying.
6. If you require a disability related accommodation in order to participate in the recruitment process, please Contact Us to provide your contact information. Recruitment services team will contact you within 48 hours.

All external applicants (including former employees of the Ontario Public Service) applying to a competition in a ministry or Commission public body must disclose (either in the cover letter or resume) previous employment with the Ontario Public Service. Disclosure must include positions held, dates of employment and any active restrictions as applicable from being rehired by the Ontario Public Service. Active restrictions can include time and/or ministry-specific restrictions currently in force, and may preclude a former employee from being offered a position with the Ontario Public Service for a specific time period (e.g. one year), or from being offered a position with a specific ministry (either for a pre-determined time period or indefinitely). The circumstances around an employee's exit will be considered prior to an offer of employment.

All Ontario Public Service external job advertisements are posted in English and French. To confirm the language requirements of a job, check the "language of position" information at the top of each job ad. For all positions, candidates will be assessed in English, the business language of the Ontario Public Service. For English/French designated bilingual positions, candidates will also be assessed through French-language proficiency testing.

Toutes les offres d'emploi externes de la fonction publique de l'Ontario sont affichées en anglais et en français. Pour connaître les exigences linguistiques, vérifiez les renseignements sur la " langue du poste " figurant dans le haut de chaque offre d'emploi. Pour tous les postes, l'évaluation des candidates et candidats se fera en anglais, la langue usuelle de la fonction publique de l'Ontario. En ce qui concerne les postes désignés bilingues, la maîtrise du français des candidates et candidats sera également évaluée.

The Ontario Public Service is an inclusive employer.
Accommodation is available under the Ontario's Human Rights Code .