Perks & Benefits:
- Analyze incoming mail and correspondence for distribution/action by appropriate staff; initiate action on routine or procedural matters
- Establish, revise and maintain office organization and procedures to ensure efficient operation and recommend improvements
- Track tasks and projects to ensure appropriate prioritization of projects with respect to deadlines and organizational developments
- Assess the nature and sensitivity of verbal and written requests, and take appropriate action
- Maintain an accurate and detailed calendar, manage and log incoming scheduling requests, reschedule meetings, proactively communicate changes, and anticipate and respond to scheduling conflicts
- Plan events, such as off-site workshops, as well as retreats. May include itinerary planning, travel, and overnight accommodation including negotiating corporate rates, and assisting facilitators in preparatory plans
- Prepare routine responses for signature; research and collect relevant documentation regarding more complex responses
- Maintain the security of highly sensitive and confidential matters
- Liaise with the internal team, provide support where necessary
- Undertake special assignments as requested
- Adopt and champion new technologies and business processes as required
- Liaise with internal / external communications / media and assist in coordinating the distribution of internal / external releases, as requested
- Perform Recording Secretary functions including scheduling meetings, drafting and distributing agendas; recording minutes and following up on action items
- Prepare specialized reports and provide options/recommendations as required
- Enter purchase requisitions, process purchase orders and assist with procurement of software and services through ERP system, supporting operational needs
- Execute administrative processes and procedures (e.g. travel expenses, vacation, meeting room preparation) in accordance with Corporate policies, guidelines and procedures.
- Monitor budget and work orders; reconcile invoices
- Process and record a variety of agreements and contracts
- Liaise with consultants retained. Schedule meetings, process invoices for payment
- Field general questions / concerns raised by staff including fellow Executive Assistants pertaining to policies / procedures
- Ensure consistent and efficient interaction with others across the organization
- Liaise with key clients regarding customer enquiries, requests for information as well as requests for attendance / representation at meetings
- Review and edit documents
- Track and reconcile monthly cash expenses and credit card statement and complete and submit reports in a timely manner
- Respond directly to enquiries; calm customers whose concerns have escalated to the Executive level
- Perform other related duties as required
- Post-secondary education in a related field, preferably Office Administration
- Several years’ experience managing the administration of an Executive or Director level office
- Several years progressively responsible secretarial experience
- Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements
- Ability to work in a fast-paced and sometimes unpredictable environment; works well under pressure and tight deadlines
- English essential, both oral and written; Bilingual (English/French) considered an asset
- Strong computer skills; proficient in the use of office productivity and collaboration tools, preferably Google Workspace and MS Office
- Working knowledge of Workday and JD Edwards considered an asset
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