Executive Office Lead in Toronto

The Executive Office Lead provides senior-level executive support to the President & Chief Executive Officer (CEO) and the Director, CEO Office, helping ensure the smooth and effective operation of the CEO Office. Working in a dynamic and highly visible environment, the role brings structure to competing priorities and coordinates the CEO’s complex schedule, travel, expenses and stakeholder engagements. As a trusted partner within the CEO Office, the Executive Office Lead anticipates needs and adapts quickly as priorities evolve.

With exposure to senior leaders and key internal and external stakeholders, the role offers the opportunity to work at the centre of a fast-paced executive office and gain a broad understanding of the organization and its priorities. The Executive Office Lead stays ahead of competing demands, navigates complex logistics and identifies practical solutions that keep the CEO’s commitments moving seamlessly. A strong understanding of the CEO’s preferences, priorities and key relationships enables trusted, proactive and highly responsive support. This rewarding opportunity is well suited to an experienced executive support professional who thrives on variety, exercises sound judgment and remains composed through ambiguity and change.

KEY RESPONSIBILITIES:

• Provide proactive, senior-level executive support to the CEO and Director, CEO Office, ensuring priorities, schedules, meetings, travel, expenses and stakeholder engagements are seamlessly coordinated.
• Manage a complex and evolving executive calendar spanning internal meetings, Board activities, industry events, executive roundtables and external engagements.
• Anticipate scheduling conflicts and, in consultation with the Director, CEO Office, recommend practical options based on organizational priorities, stakeholder relationships, travel requirements, costs and logistics.
• Adapt quickly to changing priorities, adjusting schedules, travel and arrangements while minimizing disruption for the CEO and key stakeholders.
• Coordinate domestic and international travel, including flights, accommodations, detailed itineraries, logistics and contingency arrangements, with attention to cost and efficiency.
• Prepare, process and reconcile executive expenses accurately and within established timelines.
• Ensure the CEO and Director, CEO Office are well prepared for key meetings and engagements by coordinating agendas, briefing materials, background information, logistics and follow-up actions.
• Manage invitations, inquiries, correspondence and sensitive matters with sound judgment, professionalism and discretion.
• Build effective relationships and serve as a central coordination point across executive offices and with key internal and external stakeholders, supporting clear communication and timely follow-through.
• Maintain effective CEO Office processes, protocols, scheduling practices and administrative standards, identifying practical opportunities to improve efficiency and service delivery.
• Share knowledge and leading practices with Executive Assistants and other Executive Office Leads to strengthen coordination and service across the executive support community.
• Represent the CEO Office with professionalism, maturity, discretion and a strong commitment to executive-level service.

REQUIREMENTS:

• Post-secondary education in Business Administration, Office Administration, Communications, Public Administration or a related discipline. An equivalent combination of education and relevant experience may be considered.
• Five (5) or more years of progressively responsible experience providing senior-level executive support in a complex, fast-paced and highly visible corporate environment.
• Ability to anticipate needs, exercise sound judgment and build trusted relationships while managing complex and changing priorities with confidence.
• Demonstrated experience managing complex executive calendars, travel, expenses, stakeholder engagement and rapidly changing priorities.
• Exceptional organizational skills, attention to detail and follow-through, with the ability to manage a high volume of complex, time-sensitive work.
• A proactive and resourceful approach, with the foresight to anticipate needs, identify practical options and make timely recommendations with minimal direction.
• Sound business judgment and problem-solving skills, including the ability to assess scheduling and logistical decisions in the context of organizational priorities and stakeholder relationships.
• Composure, agility and a solutions-focused mindset when navigating ambiguity, last-minute changes and competing demands.
• Exceptional written and verbal communication skills, with the confidence and executive presence to interact effectively with senior leaders and internal and external stakeholders.
• Strong relationship-building and interpersonal skills, supported by diplomacy, maturity, discretion and a highly responsive, service-oriented approach.
• Sound judgment and integrity when handling confidential and sensitive information.
• A continuous improvement mindset, with the ability to identify practical enhancements to executive office processes and service delivery.
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint and Teams, with experience using executive scheduling, document management and board portal platforms such as Diligent Board Books.
• Experience in a large, complex, regulated or highly visible corporate environment is an asset.

This position is based in a hybrid environment allowing for remote work two days per week, based on business needs. Employees will be required to come onsite Tuesday to Thursday. You are expected to live in Ontario and within reasonable commuting distance of the office.

Toronto Hydro is committed to fostering an inclusive and accessible recruitment process. Thank you for considering a career with Toronto Hydro. We welcome applications from all qualified candidates.