Executive Assistant

6 months ago

Edmonton, Canada Alberta Recycling Management Authority Full time

***:
The Executive Assistant to the Vice President, Stewardship provides support for strategic and department initiatives in partnership with the Vice President and their management team members. The Executive Assistant reports directly to the VP, Stewardship but will be expected to provide support to the VP, Extended Producer Responsibility (EPR). Providing support to both the Stewardship and EPR divisions, arrangements will be determined based on each team’s workload daily/weekly. This position is temporary. The duration of the contract will need to be flexible as it’s an undetermined length of time. At this time, we anticipate it can be from two to six months.

**CORE RESPONSIBILITIES**:
**Administrative Support**:
2. Creates and manages task lists for the Vice Presidents including scheduling time to complete work.

3. Provides support for routine meetings with direct reports including creating agendas, reviewing meeting notes, identifying, and following up on action items.

4. Supports the development and maintenance of positive and professional relationships with stakeholders as a representative of the Vice Presidents.

5. Undertakes issue or project management as directed by the Vice President.

6. Liaises regularly with Managers reporting to the Vice Presidents to support the organization and Vice Presidents.

7. Provides confidential project, tasks and communication support to the Vice Presidents as required.

**Industry Council and Board Support**:
1. Schedules and Coordinates logistics for Industry Council and Board meetings. Provides administrative and technical support during meetings.

2. Compiles, prepares, and distributes reports and meeting packages to the Industry Council and Board in partnership with the Vice Presidents.

3. Prepares minutes for regular and special meetings of the Industry Council.

4. Oversees business arising from Industry Council meetings and tracking of subsequent action items.

5. Coordinates orientation and onboarding for Industry Council members in conjunction with Human Resources, and the Vice Presidents.

6. Supports the preparation of briefing and other materials from the office of the Vice Presidents to Industry Council and Board and other meetings as required.

**Other Support Duties**:
1. Provides ad hoc administrative support for the Management team reporting to the Vice Presidents, as determined by department priority and capacity.

2. Provides backup support to the Office Administrator on a shared basis with other administrative staff.

3. Fully crossed trained with other Executive Assistant’s.

**Additional Duties**:
1. Maintains an understanding of and adheres to Alberta Recycling policies, procedures, and standards.

2. Contributes to a positive and safe culture by modeling organizational values.

3. Performs other job-related duties as required.

**EXPERIENCE AND COMPETENCIES**:
1. Minimum of 5+ years of experience as an Executive Assistant reporting directly to Executive level leadership.

2. Previous experience supporting a Board and/or advisory councils is an asset.

3. Previous experience working in or supporting an operations department is an asset.

4. Strong ability to communicate both verbally and in writing, with previous experience in drafting board or committee briefing materials.

5. Strong ability to proactively anticipate the needs of the Vice Presidents.

6. Superb professionalism, interpersonal and outstanding collaboration skills.

7. Advanced Microsoft Office skills, with an ability to become familiar with firm-specific programs and software.

8. Excellent time management, decision-making, teamwork, and problem-solving skills.

9. Flexibility in adapting to changing priorities.

10. Ability to work effectively as part of a team.

**Job Types**: Full-time, Temporary

Schedule:

- Monday to Friday

**Experience**:

- Board and Advisory Council: 1 year (preferred)
- Executive Assistance: 5 years (preferred)
- Supporting Operations Departments: 1 year (preferred)

Work Location: In person

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