Manage and be responsible for the provision of administrative services relative to communications, project coordination and records management.
Prepare correspondence and submissions, including reports, forms, memos processed.
Arrange meetings with internal staff, senior management, external groups and government as required.
Conduct research and data gathering activities to obtain required information from internal and external sources, preparing and assembling materials.
Inform senior management of topics, and issues to be discussed as required.
Perform a liaison function between a supervisor and other senior management, including the executive office, to coordinate various activities and projects such as business planning, budget preparation, performance measurement and reporting, etc.
Coordinate and be responsible for all domestic and overseas travel, transportation and accommodation arrangements, including personal itinerary, cash advances, provision of foreign currency, etc.
Coordinate and participate with supervisor in setting priorities, scheduling work projects, advising on the status of work, target dates, scheduling meetings and the scheduling impact of new or pending assignments.
Arrange and handle requests for meetings, speaking engagements, media interviews, conferences, etc., recognizing sensitivity and confidentiality in relation to primary contacts, importance attention availability, etc.
Maintain calendar, coordinating requests for supervisors times with that of internal staff, senior managements, external groups and government agencies
Manage the administrative responsibilities associated with supervisor's membership on external boards, committees and agencies, including coordinating supervisor's schedule with those of external groups and individuals
Control all incoming and outgoing mail, telephone calls, and interface with contacts.
Determine the issue and priority of response.
Re-route direct enquiries or communications as necessary to appropriate staff within the company.
Within the genera; context of job responsibilities, make suggestions regarding improved administrative efficiency and develop and recommend various administrative procedures.
Coordinate and be responsible for all submissions to the management committee, the Board of Directors and various board committees, for the business unit.
Maintain tracking systems to ensure deadlines are met.
Coordinate business unit’s initiatives submission.