Executive Assistant

6 months ago

Mississauga, Canada Q&C Full time

Reporting to the VP Finance & Administration, the Executive Assistant, supports the President and all the VPs to filter distractions and perform behind-the-scenes work, enabling the SLT to focus. They are responsible for:

- Utilizing strong business acumen and project management skills to track initiatives of a strategic nature and ensure that these initiatives are moved forward efficiently.
- Ensuring that leaders involved in meetings are properly briefed; that their meetings begin on time with preparatory material delivered in advance.
- Performing front-end analysis and bringing forward key items for discussion and decision-making.

The duties and responsibilities are broken into the following sections, Strategic Plan, Project Management, Administration, Building Industry Knowledge and General activities:
**Strategic Plan**
- Maintain the strategic plan; ensure that initiatives continue to move forward and are tracked appropriately.
- Perform analysis and anticipate new issues; ensure those accountable are aware of status and on-going concerns.
- Perform project management tasks on delegated projects as needed.

**Project Management**
- Oversee projects from creation to completion.
- Compile overall project plans incorporating identified timelines.
- Shepherd the project through the plan, remaining proactive to address obstacles early, regularly updating and involving stakeholders and informing them of progress, lining up the identified resources so they are available when needed, monitoring and verifying previously defined timelines (and updating if necessary).
- Develop and maintain a process that allows for agility during the project (e.g. changes to requirements or priorities based on evolving understanding of the project or external conditions) but which requires any changes to meet certain criteria and minimizes "scope creep."
- Determine and communicate the impact of changing requirements, priorities, timeline overruns, etc. and update project plan accordingly.
- Work collaboratively with other members of management team as needed.
- Help managers maintain an understanding of upcoming work and project issues that may affect them.
- Keep stakeholders involved and informed of relevant project developments.

**Administration**
- Coordinate and manage President’s and VPs’ calendar.
- Coordinate travel, meeting, and schedule arrangements with the President, VPs, management, business partners, and customers. Includes initiating contact and securing appointments, equipment, and facilities as appropriate.
- Develop and maintain key relationships relevant to the business (customers, financial, legal, infrastructure, social).
- Prepare meeting agendas for management and send out pre-meeting documentation.
- Participate in meetings and be responsible for taking notes and initiating action items as appropriate.
- Technical Business writing, as assigned.
- Follow up on meetings and actions.
- Manage multiple projects as assigned by the SLT related to diverse lines of business, community, and personal interests with inter-related activities and relationships.
- Managing filing and archiving processes, as needed;
- Leading in the planning, organizing and execution of company events.

**Training**
- Preparing, printing and collating course materials and references for training sessions; and
- Coordinating shipping of course materials, if needed.

**Information Technology**
- Minimizing risks to IT security and promptly report any potential IT security issues.

**General**
- Recognize and build networks or working relationships with others who can provide information, support, knowledge, and experience in response to current and future needs.
- Attend relevant networking events in order to develop new connections.
- Utilize networks and working relationships when handling complex issues or situations.
- Provide information and assistance to others in order to maintain mutually beneficial networks and working relationships.
- Carry out responsibilities with professionalism, respect for others, in accordance with the organization’s policies and applicable laws.
- Any other duties as assigned.

**Requirements**:

- The ability to work independently and as part of a project implementation team;
- The ability to network and build working relationships to response to current and future needs;
- Self-motivation;
- Project-oriented skills, with the ability to work on more than one (1) project at a time;
- Strong organizational skills;
- Change management and project management skills;
- Excellent attention to detail; and
- A flexible personality style.
- Experience in a pharmaceutical or healthcare environment is an asset.

**Education**:

- Post-secondary degree. Preferably in Business;
**Experience**:

- 3-5 years of working experience in a similar capacity or role; and
- Computer Aptitude:

- Skilled in MS Office, including all related services and programs (e.g. Microsoft Teams, MS Visio); and
- Willing to lear

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