Executive Assistant

The Administrative Assistant is accountable for providing administrative and professional support for one or more Managing Directors.  Monitors and ensures that all established administrative and operational processes and control standards are followed, contributing to the effective and efficient operation of the business group.

General Responsibilities

1. Manage MDs calendar – including responding to requests; preparing meeting agendas; arranging logistics; materials and distribution.  Dispatch invitations and meeting agendas to attendees, book meeting rooms and arrange for IT resources and refreshments in support of a smooth and efficient meeting facilitation. 
2. Assess importance of issues and, in the absence of the MDs, assesses where the issues can best be dealt with
3. Accountable for disseminating information to facilitate timely and effective communications and to any required action.  Respond to related inquiries on the department’s behalf, or escalates for resolution as appropriate.
4. Plan and coordinate team meetings, teleconferences and events (that includes but not limited to: set up of PC hardware and software, conference lines, reservation of conference rooms, organizing social events etc.). Manage design and output of all necessary materials and arrangements for internal and external team meetings.
5. Track, coordinate, file and archive full inventory of physical and electronic files in accordance to Records retention policies
6. Request and follow up on Purchase Orders, completed Expenses in order to close invoices 
7. Manage the travel arrangements and itineraries for  Managing Directors
8. Receive incoming mail, prepares and dispatches outgoing mail, interfaces with selected couriers to ensure packages have been delivered within established timeframes. 
9. Perform back-up function for other administrative staff during vacation or other absences to ensure that administrative support is provided on an ongoing basis.
10. Work collaboratively with the Administrative Team with in Channels & Partnerships Technology
11. Coordinate onboarding and off boarding of employees with Resource Coordinators and IT team

KNOWLEDGE AND SKILLS:

1. Knowledge:

• • Post-Secondary education; and  other professional related training and development to keep skills current, including office productivity software
  • Minimum 5 years experience in fast paced environment, dealing with moderately complex issues and managing conflicting priorities
  • Advanced knowledge of current department software a must (MS Office).
  • Broad business knowledge and expert understanding of the organizational unit, its functions

 

 

1. Skills:

 

• • Detail oriented, extremely well organized, and able to manage time and multi-task to accomplish a multitude of tasks, with conflicting priorities and timelines.
  • Ability to organize/research business information and summarize with little guidance and ability to recognize and draft responses to business related issues within the scope of the material
  • Ability to analyze information and make recommendations
  • Strong coaching and leadership capabilities
  • Ability to deal with clients in a professional and courteous manner, and to develop and leverage professional working relationships
  • Ability to deal with highly confidential and sensitive materials in an appropriate manner.
  • Advanced communication skills, both written and verbal
  • Advanced level PC skills a must (MS Office: Excel, Word, PowerPoint, Lotus Notes, Sharepoint and web browsers)
  • Very proficient at secretarial and administrative tasks
  • Flexibility in a changing environment
  • Strong problem solving capability