Executive Assistant/office Manager
2 weeks ago
**To apply, please submit your cover letter, resume, and salary expectation, then complete the online assessments from Indeed.**
Position: Executive Assistant
Location: Scarborough, Ontario
Reporting to the Member of Parliament, the executive assistant is responsible for the overall management of the Member’s office, including managing financial and human resources requirements in accordance with established House of Commons policies and procedures. The incumbent is accountable for implementing and overseeing processes, methods and practices that support the Member’s office business and information management requirements, and for ensuring effective and timely service, outreach and communications. The incumbent works with other members of the team to provide excellent service to the Member’s constituents and to support the Member’s parliamentary work. The incumbent is a key operational strategist in advancing and facilitating the Member’s main objectives and priorities.
**Responsibilities**:
- Manages the Member’s day-to-day planning, prioritization and delivery of operational requirements. Oversees office activities and organizes the workload in continuing support of the Member’s strategic and evolving agenda and objectives, working closely with other staff members to provide a cohesive team approach.
- Oversees the proper prioritization and scheduling of all the Member’s events and intervenes when needed. Maintains a master to-do list of overall activities and ensures all tasks are moving forward and being completed in a timely way.
- Develops a database strategy, making sure that all key stakeholder lists are updated and that all contacts with constituents and key stakeholders are properly recorded in the client relationship management system.
- Establishes and manages processes that enable the effective and timely management, tracking and coordination of all information, requests, correspondence, invitations, etc. received by the Member, ensuring that responses and follow-up reflect the Member’s requirements and tie into ongoing quality control and key objectives related to outreach, stakeholder relations and communications.
- Provides direction to all staff and interns and serves as liaison between the Member and staff where necessary, particularly in day-to-day problem solving and troubleshooting.
- Manages all budgeting and finances for the Member while ensuring that House of Commons rules and policies are strictly followed.
- Assists in hiring and training new employees, ensuring all staff are properly trained on an ongoing basis.
- Represents the Member in a professional and effective manner in dealings with the media, constituents, key stakeholders and other outside bodies.
- Performs other related duties within the scope of the position.
Swing Duties
- Leads the conduct of research to assist the Member in preparing for speaking events. Provides guidance and reviews proposed remarks or speeches prepared for the Member. Attends events and supports the Member, as required.
- Provides leadership in developing and implementing an outreach strategy in line with the Member’s key goals for developing linkages with various community groups and conducts environmental scans to identify opportunities for the Member’s engagement and public relations through various events and communications initiatives.
- Advises the Member on policy and strategy elements of all documents relating to and in support of the Member’s effective participation in the House.
Knowledge, Skills and Abilities
- Knowledge of office administration methods, processes and practices, as well as of policies pertaining to human and financial resources.
- Knowledge of the processes, methods and systems supporting information management.
- Deep interest in Canadian politics and awareness of current global issues.
- Passion for helping people and creating a better country.
- Ability to establish and manage multiple priorities, meet strict deadlines and work independently to efficiently manage multiple and concurrent projects in a high-stress environment.
- Tact, diplomacy, high degree of discretion and superior skill in building and maintaining work relationships with internal and external clients.
- Priority-setting skills and attention to detail.
- Ability to research, analyze and synthesize complex findings within a short time frame.
- Excellent organization skills.
- Ability to actively engage in social media.
- Superior analytical and problem-solving skills.
- Superior verbal and written communication skills.
- Proficiency with the Microsoft Office suite (Word, Excel, PowerPoint and Outlook).
**Job Types**: Full-time, Permanent
**Salary**: $50,000.00-$60,000.00 per year
**Benefits**:
- Company pension
- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- Vision care
- Wellness program
Schedule:
- 8 hour shift
- Evening shift
- Monday to Friday
- Overtime
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