Executive Assistant

**What you'll do**:

- As the Executive Assistant, Information Technology, you will be reporting to the Vice President, Information Technology. This position is responsible for managing general office administration and providing confidential administrative support to the Information Technology division.
- Provide confidential administrative support to the Vice President.
- Provide calendar management including scheduling meetings and appropriate travel accommodations/arrangements for Vice President.
- Manage and maintain developed excel spreadsheet for tracking budgets, code divisional invoices, track expenditures, and alert the Vice President if issues and/or concerns arise.
- Meeting support including logistics coordination, gathering relevant documents, creating agendas and transcribing, and distributing meeting minutes as required.
- Establish internal office processes that are efficient and effective for the division.
- Prepare communications and strategic planning packages for meetings, new staff, various group presentations or project updates.
- Travel for out of town meetings as required.
- Provide administrative support (including confidential support) to Operations, Corporate Services and Finance as required.

**Qualifications**:

- To be successful in this position you will need a certificate in Office Education or Business Administration with experience in a progressively more responsible clerical/administrative role. Consideration may also be given to those with an equivalent combination of education and experience.
- Demonstrated integrity with a focus on service excellence and innovation
- Extensive experience at a senior executive support level.
- Working knowledge of maintaining unit budgets and forecasting.
- Advanced knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and SharePoint.
- Ability to handle highly confidential information in a discrete fashion.
- Foundational understanding of IT Service Management principles.
- Excellent typing and communication skills. Must be able to multi-task various projects and prioritize effectively.
- Ability to deal with complex situations, to make quick decisions while using considerable judgment and have strong researching abilities to provide background material to managers.
- Highly organized in order to manage workflow of oneself and others to ensure the division operates and functions efficiently and effectively.
- The ability to work independently while demonstrating strong organizational and time management skills.
- A criminal record check is required.

**Competencies**:

- **Personal Leadership and Development**:Leads as needed, regardless of position. Recognizes personal strengths and continues to develop them. Models integrity and inclusiveness by being open, acting with empathy, sharing resources/knowledge across teams and being respectful of all skills and viewpoints.
- **Strategic Thinking**:Prioritizes work in alignment with organizational objectives. Helps others understand how their work goals and activities relate to the organization’s vision, mission and strategic direction. Listens and influences others to generate enthusiasm and commitment to the organization’s vision, values, mission and strategic direction.
- **Decision Making**:Uses information to make timely and appropriate decisions for the position. Will move the decision making to the appropriate level when the decision is outside of the position scope. Able to adapt decisions based on new and changing information.
- **Innovation**:Challenges the status quo when needed and looks for ways to improve internal processes or practices. Recognizes the value of different opinions, approaches and perspectives. Is a self-starter.
- **Analytical Thinking**:Uses multiple sources to gather complete and accurate data. Makes suggestions at team meetings and to manager on potential/known issues and possible solutions. Asks pointed questions and does research to learn more about the issue.
- **Team Collaboration**:Participates in team building and works towards achieving team objectives. Brings forward ideas, solutions and concerns to help the team problem solve and build solutions. Develops relationships by establishing respect, trust, support and understanding.
- **Building Organizational Community**:Works independently, interdependently and participates as a contributing member across work teams. Respects ideas and contributions of others. Actively builds relationships by establishing respect, trust, support and understanding.
- **Communication**:Seeks to understand through facts and information. Presents information with clarity and consistency. Seeks input and sees things from others’ perspectives.
- **Accountability**:Models the values of the organization. Assumes responsibility for personal actions, behaviours and results. Takes personal responsibility for fulfilling own commitments and the commitments of the team.
- **Performance Management**:Participates in setting a