Description:
Reporting to the Vice President, the successful individual will be responsible for executive management and administrative duties. You will represent the department to internal and external contacts in this role. Most work requires discretion and thorough knowledge of the executive’s functional area.
Key Responsibilities
- Provide high-level administrative support for one or more executives, requiring discretion, confidentiality, a good understanding of technical and business vocabulary, and a detailed knowledge of the organization's operations, procedures, and people
- Manage the executive’s calendar and itinerary, including planning, organization, coordination of travel, meetings, conference calls, events and logistics with both internal and external clients including several annual heavily coordinated trips to meet with multiple external partners in the US and Europe
- Manage general correspondence on behalf of the Vice President, by processing incoming calls, and mail and taking appropriate action and escalation with minimal supervision
- Assist in preparing reports and briefing documents for Senior Executives in various formats (PowerPoint, excel, word documents, etc.)
- Provide administrative support for the Vice President and the team as required
- Assist the team with ad hoc requests i.e. coordination of events, meetings
- Develop and implement process improvements to maximize departmental efficiency
- Manage expenses, including completing invoice payments and expense management accounting, investigating and sourcing cost-effective purchases and practices
- Maintain a master filing system and being able to process confidential transactions in an efficient and expedited manner
- Managing online forms and portals relating to finance and HR
- Setting up new staff, inputting vacation into the portal, and managing absences
- Manage special projects and additional support through the coordination of personnel-related issues and other duties as required
Critical Qualifications
- At least 3 years of experience in an executive assistant role or similar role dealing with high-profile external partners across Canada and in the US and Europe
- Excellent interpersonal, verbal, and written communication skills with the ability to interact professionally with individuals at all levels
- Showcase the ability to write clear and concise emails, memos, letters and reports
- Strong nature to take initiative and be resourceful, take full responsibility for tasks and able to work with tight deadlines
- Superb project management skills and planning skills to be able to provide solutions and recommendations
- Exceptional attention to detail and precision, strong ability to work collaboratively and independently, and professionalism under pressure
- Flexible and adaptable, able to adjust to changing priorities and workflows, with a proactive approach to problem-solving and decision-making.
- Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) ARIBA, SAP, HR Transaction, APSS, CSAC, etc., an asset
- Fluent in French is an asset, but not required