Posting 26-41
Executive Assistant to the Director of Policy, Governance & Tribunals
Policy, Governance and Tribunals, Admin Unit
Policy, Governance and Tribunals Department
Limited term appointment – up to 12 months
Category 11 – Hiring Range $74,005 - $80,055
Existing Vacancy – One position
The Executive Assistant provides comprehensive, confidential, and executive-level administrative support to the Director and leadership team within the Policy, Governance and Tribunals department.
Operating with a high degree of independence and discretion, the role manages a significant volume of inquiries and administrative activities, requiring sound judgment, prioritization, and attention to detail. The Executive Assistant plays a critical role in ensuring the efficient operation of the Director’s office and enabling the achievement of departmental objectives.
Responsibilities:
Administrative Support to the Director, Calendar and Meeting Management:
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Proactively manage and oversee the Director’s calendar and email, ensuring alignment with priorities and timely responses,
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Coordinate and support meetings on behalf of the Director, including preparing agendas, compiling briefing materials, recording minutes (as required), and tracking follow-up actions
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Act as a primary point of contact on behalf of the Director, responding to inquiries, providing information, and redirecting matters to appropriate stakeholders as needed.
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Compose responses to routine correspondence on own initiative or at the request of the Director.
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Draft, edit, and prepare high-quality correspondence, reports, presentations, and confidential documents
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Ensure the Director is well-prepared for meetings and engagements with appropriate background materials and briefing notes.
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Prepare any professional development/conference attendance forms
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Coordinate travel, accommodations, and related logistics;
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Maintain and communicate accurate leadership schedules
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Liaise with internal staff, senior leadership, Council and committee members, and external stakeholders on behalf of the Director as required.
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Monitor and track key action items and deadlines, ensuring timely follow-up and completion.
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Support Council and committee activities, including coordinating the Director’s participation as required.
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Attend Council and committee meetings to provide support as required.
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Manage matters arising in the absence of the Director and route to appropriate staff.
Document Management:
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Maintain an electronic filing system for the Director’s office.
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Assist in the budget developmental process – providing support to the managers and director in preparing the yearly budget submissions.
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Track and process invoices for the department ensuring accuracy and adherence to finance policies.
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Receive and review monthly statements from Finance for accuracy and identify any inconsistencies
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Maintain the electronic filing system of legal opinions.
Departmental Support:
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Act as a resource person for the entire department, and a point of contact for all other departments.
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Follow up on queries from internal College staff on the status of various projects.
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Maintain an accurate attendance record system for the entire department. T adhering to the staff Policy with regards to overtime and vacation credits.
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Assist in the coordination, orientation, and onboarding of any new staff
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Assist in the tracking of performance reviews for all the staff of the department
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Provide administrative support to the entire department.
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Assist in the redaction process of Decisions and Notices of Hearing as needed.
Special Projects and Other Duties:
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Provide back up for the Administrative Assistant in Policy and Governance and the Council and Committee officer as needed.
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Assist in the coordination, orientation, and onboarding of any new EAs to the College.
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Work closely with other Executive Assistants and colleagues in administrative roles across the College to ensure the effective flow of services and optimization of work processes.
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Collaborate with the Senior Leadership Team to help ensure the timely completion of deliverables.
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Provide back up for the Executive Assistant to the Office of the Registrar
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Perform other duties as assigned by the Director.
Qualifications, Skills & Experience:
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Post-secondary education (minimum Diploma) in Office Administration Management, Communications, Finance, Business or related area
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3 to 5 years of progressive experience working and supporting senior leaders.
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Superior interpersonal, planning, time management, organizational, problem-solving, and customer service skills are required.
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Ability to adjust to changing priorities in a fast-paced and evolving environment.
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Excellent judgment and professionalism, and ability to maintain highest degree of confidentiality
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Ability to multi-task under pressure, deal with conflicting priorities, and coordinate projects to tight deadlines, with accuracy and attention to detail are required.
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Flexible, adaptable, reliable, and able to anticipate department needs and proactively work to address them.
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Strong oral and written communication skills, including the ability to edit and proofread documents, and write meeting summaries and other documents for both internal and external audiences are required.
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Advanced PC skills, particularly with Microsoft Office applications, Adobe Acrobat and Adobe Sign, and experience with virtual meeting applications (Microsoft Teams and Zoom) are essential.
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Proven skills and experience in the successful organization of meetings, arranging travel, and managing multiple calendars are also required.
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Ability to work independently and as part of a team.
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Experience working in a professional self-regulatory environment is considered an asset.
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Proficiency with Generative AI is an asset.
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Bilingualism is considered an asset for this position.
To apply, please submit your cover letter and resume through our application portal no later than 15 July 2026
We use Artificial Intelligence (AI) screening to sort applications. Trained staff review applications before decisions are made.
The Ontario College of Teachers offers competitive salaries, pension, comprehensive benefits and a modern, progressive work environment. This position operates with a mix of remote and in-office workdays.
Ontario College of Teachers is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environment. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please advise the Human Resources Department to ensure your accessibility needs are accommodated throughout this process. Information received relating to accommodation measures will be addressed confidentially.
