Term: One Year Contract, Full Time
Division/Branch: Corporate Services Division / Chief Administrative Officer’s Office
Application Deadline: April 19, 2023
Level: Level 7
Salary Range: Min: $31.93 hourly to Max: $37.57 hourly
The Alcohol and Gaming Commission of Ontario (AGCO) is responsible for regulating the alcohol, gaming and horse racing sectors and cannabis retail in Ontario in accordance with the principles of honesty and integrity, and in the public interest.

The AGCO’s Corporate Services Division (CSD) is seeking for an Administrative Assisting to the Chief Administrative Officer (CAO). Reporting to the CAO, the Administrative Assistant will provide high level confidential administrative support CAO and if necessary, to the senior management team within the Division in the planning, management, and coordination of CSD operations.

In this role, the successful candidate will:

• Develop, implement, and maintain office systems including the CAO’s files, personnel files, record logs, and a bring-forward system.
• Ensure effective and efficient day-to-day management and organization of CAO activities and business. This includes acting as the main point of contact for the office.
• Liaise with the CEO’s office and senior leaders across the AGCO to establish and maintain effective and consistent communication.
• Coordinate and maintain general and confidential matters, including corporate priorities, reports, new initiatives, and highly sensitive documents, correspondence pertaining to HR matters.
• Reconciliation of expenses in IFIS on behalf of the CAO.
• Manage the electronic calendars for the CAO, and senior management within the Corporate Services Division by scheduling and coordinating meetings, maintaining Outlook contact list.
• Answers queries and information requests from the Ministry, other government programs, or the public, refers to CAO for appropriate response/action.
• Research and gather background of specific issues for the correspondence and issues sent to the CAO's office by consulting with appropriate staff.
• Create and/or prepare correspondence, reports, issues sheets, presentations, briefing notes etc.
• Co-ordinate meetings by preparing agenda, inviting attendees, compiling information packages, drafting, and distributing minutes, setting up meeting room and coordinating catering.
• Monitor all Division expenditures, provides forecast planning input regarding the budget to CAO.
• Point of contact for processing new purchase orders; tracks all charges to keep within monthly budget.
• Assist with event planning for the AGCO (holiday party, anniversary event, etc.).

The ideal candidate must have:

• Minimum 5 years of relevant experience in an administrative/professional support function, demonstrating progressive responsibility and post-secondary degree in related field of study.
• Demonstrated or similar experience providing administrative or program support to senior level executives.
• Ability to develop and implement administrative work procedures and systems.
• High level of discretion and the ability to maintain strict confidentiality with highly sensitive information.
• Excellent organizational and time management skills with the ability to work under pressure and meet deadlines in a fast-paced environment.
• Ability to multi-task, set priorities and work efficiently with minimal supervision.
• Highly developed customer service and interpersonal skills.
• Excellent communication skills, both written and verbal, for proofreading, recording meeting minutes and developing correspondence.
• Proficiency with MS Office (Word, Excel, PowerPoint, Visio, and Outlook).
• Ability to develop and maintain effective working relationships with internal and external contacts.
• Effective problem-solving, decision-making skills to resolve issues in a professional manner.

The successful candidate will be eligible to work in Canada and will be subject to a criminal background check.

The AGCO is an inclusive and equal opportunity employer.

The AGCO has the responsibility to lead by example in advancing racial equity and to build a diverse, inclusive, accessible and respectful workplace where every employee has a voice and the opportunity to fully contribute. To this effect, you are encouraged to reflect upon the diversity you would bring to the role within your application including, but not limited to, individuals identifying with one or more of the under-represented groups identified within Ontario’s Human Rights Code.

Disability related accommodation during the recruitment process is available upon request.


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