Executive Assistant

**What you'll do**:
Reporting to the Vice President, Corporate Services this position is responsible for managing general office administration and providing confidential administrative support to the Strategy, Marketing and Communications, Central Support and Business Services units. Other duties include:

- Provide confidential administrative support to the Vice President.
- Liaise between SCIC and the Minister’s Office regarding sensitive documentation requiring approval
- Coordinate media events (press releases, news conferences).
- Responsible for budget tracking and coordination, including coding all divisional invoices, track expenditures and alert the vice president if issues and/or concerns arise.
- Attend, transcribe, and distribute PMC, divisional meeting, project team meeting, etc as required.
- Maintain an inventory and tracking system for all promotional items.
- Maintain an electronic records management system for future reference and research.
- Schedule, organize and provide support for all corporate trade shows.
- Evaluate requests for corporate sponsorships and put forward requests for approvals, where necessary.
- Prepare communications and strategic planning packages for meetings, staff or various group presentations.
- Receive incoming calls (eg: media, sponsorship requests) for the Vice President.
- Schedule meetings and appropriate travel arrangements for staff and key expenses.

**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.
- Extensive experience at a senior executive support level.
- Working knowledge of maintaining unit budgets and forecasting.
- Advanced knowledge of Microsoft Office.
- Experience handling highly confidential information.
- Ability to deal with confidential information in a discrete fashion.
- A criminal record check is required.
- Office Education Certificate
- Office Administration Certificate

**Competencies**:

- **Personal Leadership and Development**:Leads as needed, regardless of position. Demonstrates integrity, openness and inclusiveness by treating self and team members with respect and empathy. Seeks out continuous learning opportunities to further develop skills.
- **Strategic Thinking**:Has a clear understanding of organizational objectives and aligns daily tasks to strategic goals. 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.
- **Decision Making**:Uses information to make timely and appropriate decisions for the position. Decisions are aligned with position responsibilities, boundaries and organizational policies and practices. Can clearly explain their theory behind the decisions they made.
- **Innovation**:Adapts to change as required. Assists in implementing changes. Thinks outside the box to identify new solutions.
- **Analytical Thinking**:Asks questions to gain a clear understanding. 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**:Respects contributions of all team members, demonstrating cooperation and support for team decisions. Shares knowledge and experience with others. Develops relationships by establishing respect, trust, support and understanding.
- **Building Organizational Community**:Is friendly, positive and professional with people they meet. Works independently, interdependently and participates as a contributing member across work teams. Builds rapport and ensures others are informed.
- **Communication**:Is accessible and welcomes open communication. 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. Actions are consistent with words (“walks the talk”).
- **Performance Management**:Strives for service excellence. Completes and executes own annual individual work plan. Continuously strives to meet or exceed organization and unit goals and objectives.
- **Planning and Risk Management**:Organizes and prioritizes work to implement plans. Divides objectives into manageable tasks and sets deadlines to keep projects moving forward. Continually adapts priorities and responsibilities in response to changing needs.
- **Process Management**:Understands and supports the policy-making process and one’s own operational role. Demonstrates thorough understanding of structures and processes within own work unit. Recognizes and uses corporate culture, organizational process and underlying knowledge to produce the best results.