Executive Assistant

Job Description:

Executive Assistant

GAME ON – OLG needs you

We’ve said GAME ON, and we mean it – OLG is rapidly transforming its organization to better serve Ontarians by delivering great gaming experiences through our digital, retail lottery, and land-based gaming channels. Over the course of fiscal 2022-23, OLG delivered a record $2.5 billion in net profit to the Province of Ontario. OLG is now expanding our horizons even further, with a new strategic direction, to become a world class gaming entertainment leader with a globally admired digital platform.

We are ready to take this game to the next level and need a passionate Executive Assistant to provide executive level administrative support to multiple leaders within our Lottery, Enterprise Marketing and Customer Experience Division. Acting as a liaison between the senior leaders and internal and external contacts, you will ensure effective and efficient communication and support the advancement of their priorities.

YOUR ROLE IN THE GAME

Reporting to the assigned leader, you will be empowered to:

• Plan and coordinate day to day schedules, including responding to and resolving scheduling conflicts and assessing matters of urgency in a self-directed manner to promote seamless workflow, by working effectively with other assistants and internal/external stakeholders

• Make travel arrangements and prepare, track and process travel expenses in accordance with OLG expense policies and directives  

• Arrange, monitor and track departmental invoices, communicate with Finance department, as needed, to ensure policies and directives are followed

• Coordinate meetings, reserve and prepare meeting rooms, arrange audio visual and technology, as required, prepare and organize relevant documentation, coordinate agenda items, participant attendance, action items, follow-up etc. and distribute meeting materials; support the planning and coordination of departmental and/or divisional meetings

• Facilitate and lead weekly stand-ups, manage project boards, and lead monthly reporting reviews using tools like Jira, Miro, and SharePoint to track workflow efficiency, identify blockers, and support leadership in prioritizing initiatives.

• Effectively handle queries, calls and emails with clear prioritization in terms of importance and urgency, and flag to executive, as needed

• Use your strong writing and editing skills to draft, review and finalize a variety of documents correspondence, emails, memos, PowerPoint presentations and other forms of communication, ensuring accuracy, completeness and professionalism

• Establish and maintain a document filing system to facilitate effective workflow and ensure compliance with records management policies/framework

• Support the leaders and their team, as needed, with general administrative requests and issues

• Provide backup support to other Executive Assistants, as needed

• Liaise with IT, security, facilities and other relevant stakeholders to ensure appropriate operational set up for new or existing employees joining the team

WHAT YOU NEED TO PLAY

Work Experience: minimum 3 years of relevant experience; experience supporting senior leaders (preferred) including administrative planning, calendar management, meeting coordination, travel bookings, invoice and expense management; experience handling confidential and sensitive information with tact and professionalism; experience in Call Centre Operations environments is an asset  

Education: post-secondary diploma/degree in a related field (Business, Marketing, Operations, Office Administration etc.)

Critical Skills: proficient with MS Office (Word, PowerPoint, Excel, Outlook etc.), MS Teams, Dynamics 365, Workday or similar tools, excellent planning, organization and time management skills, strong attention to detail, strong writing, speaking and presentation skills, well-developed problem-solving and interpersonal skills, demonstrated professional judgment, tact and diplomacy; takes initiative and is a self-starter; proficient with Jira, Miro, and SharePoint preferred as well as experience tracking and prioritizing projects/initiatives

Collaboration & Fun: inclusive and collaborative work style while creating fun and excitement in our work

Integrity and Trust: do what's right and operate with transparency and openness

#LI HYBRID

PERKS OF JOINING OUR TEAM

• Part of a Bigger Picture: socially responsible company that gives back all its profits to the province and people of Ontario

• Flexible Work Environment: to help balance both work and life

• You Matter: family friendly work practices and hybrid work

• Freedom to Innovate: supports new and better ways to be successful

• Be your Authentic Self: environment that values diversity as a source of strength

• Learning Galore: 24-7 access to robust online learning programs 

• Public Service Pension Plan: participate in a major defined benefit pension plan sponsored by the Government of Ontario

• Variable Pay Program: performance-based incentives to share in our success (Permanent OLG Employees Only)

Learn about OLG – GAME ON!

OLG’s purpose is to contribute to a better Ontario by delivering great entertainment experiences for our customers. We are a multi-billion-dollar organization with a wide array of business lines including, lottery, land-based casinos, digital lottery and casino, horseracing, and charitable gaming. OLG is amidst a massive transformation focusing on being customer obsessed and bringing our digital business to a whole new level.

The key to our success is our people. Our culture will be grounded in true, positive partnerships that embrace trust, clarity, and openness in all that we do. We are supporting and empowering employees and teams across the organization through greater accountability, leadership development and growth opportunities. OLG is embracing more flexible work options and family friendly work practices including hybrid work.

Equity, diversity, and inclusion are essential elements of our culture and cornerstones of the Five Truths that OLGers Live by.  At OLG, our employees have the space to be themselves and use their perspectives and skills to benefit the people and the Province of Ontario. OLG is an equal opportunity employer. We are committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act.

While we are re-shaping and growing our business, we are unwavering when it comes to living our purpose, and ensuring our business delivers meaningful benefits for the people of Ontario. OLG’s net profits are reinvested back into the province, contributing to the quality of life for Ontarians.

To learn more about OLG go to our website at  www.olg.ca  

We look forward to hearing from you, interested applicants please apply online by June 11, 2025.

OLG is an equal opportunity employer. We are committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Please contact Human Resources at careers@olg.ca if you require accommodation at any time throughout the hire process.

We thank you for your interest in this opportunity; however only those individuals selected for an interview will be contacted.

Personal information is collected by the Ontario Lottery & Gaming Corporation (OLG) and/or its third party service provider(s) under the authority of the Ontario Lottery and Gaming Corporation Act, 1999, SO 1999, c 12, Sch L and the Employment Standards Act, 2000, S.O. 2000, c. 41 (as amended) and will be used for the purpose of determining qualifications for employment with OLG and for recruitment modernization initiatives. The information will be managed in accordance with all applicable laws, OLG’s Protection of Privacy Policy (the Policy) and related policies and procedures. For any questions about this collection, please contact careers@olg.ca, 800-70 Foster Drive, Sault Ste. Marie, ON, P6A 6V2.