Employment Opportunity: Executive Assistant

Location: Ontario, Canada (Scarborough)
Position Type: Full-time/Hybrid Role

Salary Range:  $60,000 to $70,000 plus benefits

The Ontario Hockey League (OHL) has long been regarded as the number one hockey development league in the world, continuing to serve as a leading supplier of talent for the National Hockey League and U SPORTS. The OHL consists of 20 teams, with 17 located in Ontario, two in the state of Michigan and one in the state of Pennsylvania. A proud member of the Canadian Hockey League, the OHL is also a leading provider of educational scholarships, with over 330 graduates receiving OHL Scholarships to pursue a post-secondary education of their choice in 2023-24, resulting in a collective investment of over $3.9 million by OHL member teams.

Role Overview:
As the Executive Assistant, you will be pivotal in maintaining efficient office operations, providing support for board and committee management, and planning and executing major meetings and events, including the Annual General Meetings. You will also be responsible for supporting the Commissioner and assisting the VP of Hockey Operations with administrative tasks. This role requires a proactive approach to managing a wide range of responsibilities to ensure smooth communication and coordination across multiple teams.

Key Responsibilities:

Administrative Support:

• Provide administrative support to the Commissioner including scheduling, correspondence, preparing materials and handling travel arrangements.
• Serve as the main receptionist, ensuring the office remains open and functional during office hours.
• Track and manage courier deliveries and daily mail distribution.
• Maintain and update office files.
• Order and manage office supplies to ensure smooth day-to-day operations.

Board and Committee Management:

• Provide comprehensive support to the Board of Governors and Executive Committee
• Manage the slate of OHL committees and help Committee Chairs schedule committee meetings, distribute agendas and materials, and ensure all action items are tracked and completed.
• Maintain official records of committee activities, meeting minutes, and other documentation.
• Facilitate communication between committee members and other stakeholders to ensure efficient operations.

Special Event Management:

• Plan and execute the OHL Annual General Meetings, ensuring all logistical, catering, and venue details are managed seamlessly.
• Support the coordination, logistics, attendee management, food and A/V for OHL events including the OHL Priority Selection, Prospects Game, OHL Awards Ceremony, Press Conferences, etc.

Hockey Operations Support:

• Update and maintain hockey operations bulletins
• Track requests for information from teams and officials, providing reminders for outstanding items.
• Assist with processing waivers, trades, player clearances, and playoff eligibility lists.
• Draft and format correspondence, including memos and emails.
• Support CHL Anti-Doping Program, manage contract letters, and track team fines.

Qualifications:

• Previous experience in an administrative or executive assistant role.
• Event planning experience, particularly with events like Annual General Meetings.
• Strong organizational skills with the ability to manage multiple tasks and committees simultaneously.
• Excellent written and verbal communication skills.
• Intermediate Computer skills – Microsoft office suite (word, excel, PowerPoint, adobe, outlook, MS Teams).
• Ability to handle sensitive and confidential information.
• Detail-oriented, proactive, and able to work independently.
• Experience in event coordination and board/committee management is a plus.
• Experience working with a Board of Governors would be considered an asset.

Why Join Us?

• Be a part of the action behind one of the top junior hockey leagues in the world.
• Gain valuable experience in the sports industry and contribute to the development of future hockey stars and community leaders.
• Enjoy a dynamic and engaging work environment with a passionate team.

How to Apply:

If you are interested in this exciting opportunity, please submit your resume and cover letter to Bryan Crawford ([email protected]). We thank all applicants for their interest, but only those selected for an interview will be contacted.

Applications must be received by end of day, September 26, 2024.

Anticipated start date of October 2024.