Executive Assistant

3 days ago

Ottawa, Canada Innovapost Full time

**Who is Innovapost?**:
Great question We are the technology arm of the Canada Post Group of companies. This includes Canada Post, Purolator, and SCI. By joining us you will be able to make a positive impact on how every Canadian deliver and receives their packages and mail. Next time you see your neighbor picking up their mail and receiving a package, you will be able to say “you’re welcome”

**Why join Innovapost?**:
As Technology evolves constantly, we invest in our High Performing Workforce with the Skills of Tomorrow through continuous learning and career growth within Innovapost, including access to LinkedIn Leaning, the new Degreed capability and a Leadership Developmental Program. We invest in Diversity, Inclusion and Belonging, and provide continuous employee engagement to grow our business together.

**What role will you play?**:
Reporting to the Executive Assistant Team Lead, the Executive Assistant is responsible for is responsible for providing clerical and administrative support to one or several function(s) within the organization.

*This is a Term Position for 12 months with the possibility of extension.*

**Responsibilities**:

- Perform a full range of administrative support, generally in support of a group of senior management or executives OR provide specialized complex clerical support to a department/company
- Follow up on deadlines and commitments to or from senior management
- Review and summarizing information submitted to senior management and may attend and/or takes minutes of meetings
- Deal with sensitive and confidential information
- Administrative Support activities may include, but are not limited to:

- Co-ordinate meetings/manages calendars
- Assist in planning and execution of Corporate employee events.
- Act as the liaison between the client site (including dealing with senior management) and the local support team
- Set up new hires and contractors: opening tickets with the Helpdesk, finding workstations, etc.
Prepare information for meetings including the creation of agendas, assembling and making required copies of documents, etc.
- Track vacation time for department. Complete expense reports, which includes, the assembling and tracking of receipts, invoices, etc.
- Arrange travel, which includes, researching various possibilities to ensure time/cost effectiveness
- Check documents in/out of DMS and shared drive
- Order all supplies

**Critical Skills, Competencies and Characteristics**:
**Experience**
- Minimum 3 - 5 years of experience in related field of activity
**Knowledge**
- Proficient in Microsoft Office Suite including Excel, Word, Outlook and PowerPoint
- Advanced degree of discretion and judgment while interfacing with important customers and clients and highly sensitive information
- Ability to facilitate and encourage collaboration and work as one team
- Ability to navigate through uncertainty and change within the organization
- Strong customer services skills
**Mandatory Skills**
- Stakeholder Management: experienced in collaborating with multiple stakeholders internally and externally
- Administration: experienced in managing a diverse range of administrative tasks
- Calendar and Time Management

**Education**:

- Academic: High School Diploma (required); a college certificate is an asset
**The work we do at Innovapost impacts every Canadian. To work with us, you must be eligible to obtain a Canada Post Reliability Security Clearance.**
**Good luck We are looking forward to meeting you, but unfortunately, we will not be able to meet all of you**

**Competencies**:
Be Courageous

Innovate

Be Inclusive

Inspire

Be Curious

Technical Knowledge

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