Executive Assistant

The Executive Assistant (EA) reports to the Executive Director & Officer (ED & O) and provides comprehensive administrative support to advance the work of OLHI.

Specifically, the EA manages the ED & O’s schedule, reviews situations and prioritizes them, organizes materials, coordinates various activities and events, and liaises with internal and external stakeholders.

The role also involves developing and maintaining corporate policies and procedures in coordination with management.

Key Responsibilities :

• Provides full administrative support to the ED & O and to the Senior Deputy Ombudsman (SDO) when needed, prioritizes tasks, manages the schedule (including regular internal meetings and related documents and records), responds to general inquiries, manages human resources records, and plans and coordinates events and activities.
• Interacts with various stakeholders, responds to queries, and prepares a wide variety of correspondence.
• Develops and maintains corporate policies and procedures in collaboration with management.
• Advises on corporate governance matters, particularly with meeting and material protocols, conducting research to ensure best practices.
• Drafts, revises, and finalizes the Annual Report and finalizes the ED & O reports in view of the Board meetings under the direction of the ED & O.
• Performs additional duties as assigned by the ED & O.

Requirements

• AAt least 5 years of experience as an Executive Assistant or in a similar role.
• Recent experience with corporate governance.
• Strong organizational and planning skills. Highly efficient.
• Comfort working in a remote work environment. Must live within a reasonable commuting distance to Toronto for periodic meetings.
• Comfort working independently, and as part of a team.
• Excellent written and verbal communication skills is absolutely essential; French is an asset.
• Strong attention to detail and high degree of accuracy.
• High level of integrity, confidentiality and accountability.
• Advanced proficiency with Microsoft Office, Google Workspace, case management systems, and website management tools.
• Proactive, with strong planning and execution skills.
• Experience in the insurance or financial industry, or with a non-profit organization preferred.

Benefits

• Work from home, with travel required to attend meetings and occasional on-site work required (office or third-party sites).
• Part-time position, 3 days per week (21 hours per week). Eligible to participate in the benefits plan.
• Occasional travel within Canada (mainly downtown Toronto) minimum of 4 times per year.
• Overtime as required.
6 days ago