Administrative Assistant

Date: May 5, 2026

Location: Mississauga, ON – Hybrid/On-site

Requisition ID: 21025

Status: Regular

Business Unit: Markets and Reliability

Grade/Band: 58

Shift Work:

Annual Pay Range: For standard 35-hour work week

Step 1:  $1,692.04  to Step 3:  $1,800.04 

The successful candidate will be placed at the appropriate step within the salary grade/band, based on relevant years of experience and other applicable considerations.

Why join us?

The IESO is committed to ensuring Ontario’s electricity system meets the province’s needs today and into the future. We are charged with purpose, delivering reliable, affordable, and sustainable electricity for homes, businesses, and communities across the province. We are energized to grow, embracing opportunities to shape the future of a dynamic and evolving energy sector while advancing our careers. We are powered by teamwork, supported by diverse and passionate colleagues who foster respect, celebrate successes, and thrive on shared achievements. At the IESO, it’s not just what we do—it’s who we are! 

Who we are

Our central role includes managing the provincial power grid in real-time, overseeing and evolving Ontario’s electricity market, engaging with government, municipalities and Indigenous communities, and planning for Ontario’s future electricity needs. Our employees play a key role in driving grid innovation, protecting the system from threats, advancing the province’s energy conservation programs, and forecasting and procuring the electricity resources we’ll need in the decades to come. 

This is a unionized position that falls within the Markets and Reliability Business Unit. This is a union position.  

What makes this role exciting

The energy sector is rapidly evolving, offering exciting new opportunities for those who want to make a difference.

The successful candidate will provide high‑level administrative support to multiple senior managers and managers. This is a high‑impact role for an organized, proactive professional who thrives on juggling priorities and keeping leaders moving forward. 

What you’ll do

In this role, you’ll make a meaningful impact by contributing to the IESO team and supporting the electricity needs of the province through:

Correspondence:

• Set up and prepare or process correspondence covering a broad array of routine and/or confidential subject matter, including reports, statistical data, performance assessments/appraisals, Job Postings, personnel activities, reference letters, relief letters, staff add and removes, probationary letters, organization charts and various related material.  Key in, edit, proofread and finalize correspondence, reports, statements, forms, and other documents using computerized information processing equipment, ensuring adherence to company standards.  Route documents for signature and approval.  Formulate routine correspondence on own initiative to cover a given subject and to support given key points or requirements as provided by supervisor or others.  May sign routine correspondence as specified by supervisor.  Prepare minutes of meetings and develop meeting agendas.

Mail Processing:

• Open and distribute incoming regular and electronic mail and other material and coordinate the flow of information internally.  This may include material marked confidential.
• Determine from correspondence whether supervisor may require information from files or records, agreements, contracts to facilitate response.  On own initiative search source records, etc, to locate required data.  Assemble data into appropriate format for supervisor’s effective use.
• Process outgoing mail for supervisor and/or other staff, logging as necessary, ensuring correctness of address, arranging for special handling (courier services, etc.).
• Maintain up-to-date distribution or mailing lists, arrange for bulk printing of materials for mailing, arrange for address labels, arrange for packaging and physical handling, as necessary.  Process routine inquiries from members of general public or external organizations.

Meeting and travel arrangements:

• Make all meeting arrangements such as room reservation, audio/visual equipment, security, etc.; schedule appointments and maintain appointment calendars.
• Anticipate and initiate appropriate action to conserve time commitments of supervisor.  Set up priority for requests and, where possible and prudent, refer same to other knowledgeable staff for action.
• Liaise with external facility providers for off-site meetings.
• Compile agenda items. Where required, ensure that a quorum of attendees will be present at the meeting.  Ensure that supervisor has all required materials relating to agenda items.  Prepare or arrange for the preparation of handouts, slides, overheads, etc, as requested by supervisor or other participants.
• Make all necessary travel and accommodation arrangements directly or via the Travel Service Provider for Manager and all department staff, including reservations for meetings and conferences. Ensure travel arrangements are made well in advance to maximize special offers with airlines, hotels and car rentals, while at the same time ensuring all arrangements adhere to the traveler’s requirements as stipulated in the Traveler’s profile.

Filing and record-keeping systems:

• File and route materials, correspondence and incoming mail in accordance with prescribed filing system.
• Extract files and documents to meet needs.
• Set up and maintain a records area for the exclusive use of the supervisor.  On own initiative make improvements and revisions to the record centre’s physical arrangements and filing indices.
• Set and maintain retention schedules for documents and correspondence in accordance with prescribed filing system.  Purge files, destroy old, non pertinent documents. Arrange for off-site storage, obsoletion or destruction of records in accordance with retention schedule.
• Maintain various administrative manuals, including training, travel and vacation records.
• Perform electronic filing, create and maintain hard copy and electronic filing system.

Time Management:

• Participate with supervisor in the setting of priorities and assist with work scheduling of supervisor’s work projects and activities.
• Perform liaison function between supervisor and others to pass along supervisor’s instructions to staff/clients, etc., to expedite work, to achieve deadlines, and as necessary to maintain continuity of objectives and practices across organizational lines.
• Monitor work projects, including tracking their status, initiate follow-up actions or communication to staff.
• Provide updates to supervisor regarding the status of various projects, work or activities to ensure target dates are met.

Clerical/Administrative Support:

• Process administrative information ,via e-mail or hard copy, covering a broad array of subject matter, such as, time reporting, vacation requests, expense reports, invoices, NPCC Reimbursement Forms, etc. 
• Sort, process, and verify receipts, expenditures, forms and other documents on behalf of Manager.
• Maintain an active file of current cash and procurement card receipts for timely preparation in compliance with the policy of Manager’s and Section Heads’ monthly reconciliation reports. Maintain electronic and hard copy of all corporate card reports for processing, approval, and submission to Finance group by monthly due date.
• Provide orientation for new staff regarding departmental administrative procedures; maintain an effective follow up/bring forward system, monitor due dates as necessary.
• Provide back-up clerical/administrative support within the department during periods of short-term absences or vacation for other Administrative Assistants.
• Maintain timesheets and vacation records, in conjunction with Time Reporting System. Check all timesheets for appropriate hours and activity codes prior to Supervisor’s signoff.  Prepare annual status report to verify carryover, vacation and lieu time balances for input to the system for the new year.
• Assist in coordinating space requirements for the Business Unit to ensure space and service facility requirements are met.
• Within general context of job responsibilities, make suggestions to supervisor on how to improve the efficiency and effectiveness of administrative and information management processes.
• Send and receive messages and documents using fax machine or electronic mail.
• Photocopy and collate documents for distribution, mailing and filing.
• Order specialty office supplies, as requested.
• Respond to telephone, in person, or electronic enquiries or forward to appropriate staff.  Provide general information to internal clients and the public.
• Perform other duties as required.

In a typical day, you will deliver comprehensive administrative support—processing expenses, time reporting, and inquiries—while proactively identifying opportunities to improve efficiency and support the broader team.  You will be involved in preparing, proofreading, and coordinating a wide range of correspondence and confidential documents to ensure information flows smoothly. You will coordinate meeting logistics and travel arrangements, maintain calendars, and ensure leaders are fully prepared with agendas and materials. Throughout the day, you’ll organize and maintain electronic and hard‑copy records, track priorities and deadlines, and monitor the status of projects, providing timely updates to your supervisor.
 

Role Requirements

Our team consists of experts from diverse backgrounds, each bringing their unique perspectives and skills. 
To succeed in this role, you’ll need: 

• Requires a comprehensive knowledge of business and office procedures and practices including the operation of various office machine and equipment.  Requires proficiency in English grammar and sentence structure, as necessary, to prepare, key in, edit and proofread correspondence, reports, presentations, etc.  Requires expression skills necessary for the oral communication requirements of the office.  Requires knowledge of the basic operating principles of computers as they relate to information processing, e.g., word processing, electronic mail, spreadsheets etc.  Requires knowledge of arithmetic as necessary to carry out summarization, percent calculation and other similar arithmetical functions.  Requires knowledge of basic statistical methods and formats and associated graphs such as pie and bar graphs.  Requires proficiency in computer keyboard operation. 
• This knowledge is considered to be normally acquired either through the successful completion of Grade XII in a Secondary, Commercial or Technical School, or by having the equivalent level of education.
• Requires experience in a secretarial or administrative position to understand standard business practices, procedures, departmental policies, etc, as they apply to own work requirements.  Requires experience to understand the scope of the Supervisor’s responsibilities, the various internal and external work contacts, and the organization pattern in order to assist in maintaining continuity of objectives and practices across the department and to deal with the direct and diplomatic interface with work contacts. 
• Requires experience to gain an understanding of the specific business processes and methods associated with the administration of the supervisor's organization and to become familiar with policies, procedures, responsibilities and support services provided. Requires experience to become familiar with the various software applications required to carry out job activities. 
• A period of up to three years is considered necessary to gain this experience.

How We Support You

From a comprehensive total rewards program to dynamic learning and development opportunities—including job rotations to broaden your expertise—we empower you to define and shape your own success. When you join the IESO, here’s what you can expect:

• Best-in-class benefits and long-term support in the form of a defined benefit pension plan. 
• Work in a dynamic and evolving sector that offers exciting opportunities and the chance to explore new career paths.
• Leadership that values meaningful discussions, welcomes feedback, and prioritizes career development. 
• A strong, inclusive culture and a collaborative team environment with a shared passion for impactful work.
• Compensation packages that are regularly reviewed to remain competitive and to best accommodate the diverse needs of our employees. 

Deadline

May 19, 2026. For future reference, please save a copy of the job posting as it will no longer be available once the posting closes.

Thank you for your interest in a career at the IESO. Only candidates selected for an interview will be contacted. Please note that the successful candidate must be legally eligible to work in Canada and will be subject to applicable background checks. 

IESO will not conduct interviews or offer positions via online, text, chat or social media platforms. We will not gather personal information directly from candidates or potential candidates. Selected candidates will work with our Talent Acquisition team to ensure their application is processed.

The IESO currently has a 3-day in-office work week for applicable roles. Over the course of 2026, the IESO will advance plans to acquire additional office space to accommodate more in-office time. While the timeline for moving to a full 5-day in-office model has not yet been established, we are committed to keeping employees and candidates informed as plans progress and give them as much advance notice as possible to prepare for any changes. 

We believe in opportunities for everyone. 

At the IESO, we know that achieving great results depends on embracing diversity by attracting, developing, and retaining people from a wide variety of backgrounds. We do this by ensuring our recruitment and advancement policies are fair and equitable, and by creating an accessible and inclusive environment—one that values every team member’s unique skills and experiences and ensures they have the support they need to achieve their potential. If you require accommodation during the recruitment process, please let us know. We’re proud to say we’ve been recognized as a supportive, inclusive employer. 

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