Advisor Executive Services Administration

6 months ago

Victoria, Canada Capital Regional District Full time

**Advisor Executive Services Administration**:
**2 Positions Available**

**Req ID**: 922 **- **Regular full-time
**Rate of Pay**: $66,766.43 - $78,548.88 yearly
**Hours of Work**: 70 hours bi-weekly

**Req ID**: 927 - Auxiliary - 18 Month Term
**Rate of Pay**: $36.56 - $43.01 per hour plus 14% in lieu of benefits
**Hours of Work**: 70 hours bi-weekly

**Position Purpose**
This position is responsible for providing a wide variety of highly confidential administrative support services associated with the functions of the Executive Office branch. The incumbent works closely with senior staff of Executive Services, including coordinating and providing confidential services accurately with discretion in a manner that is conducive to positive and effective employee, labour and public relations. This is a confidential role with sensitive executive, personnel, and labour relations duties and input into labour relations and relevant confidential matters on behalf of the Employer. This role primarily provides confidential support to: the CAO and Chair’s Office, Executive Administration; Human Resources; Corporate Communications and the Executive Leadership Team as required.

**Key Accountabilities/Position Outcomes**
- Provides confidential executive administrative support for the CAO, Board Chair, General Manager, Corporate Services and Manager, Executive Administration.
- Drafts correspondence, arranges and coordinates meetings, prepares and distributes agendas, takes meeting minutes, prepares briefing materials and packages, and arranges travel.
- Provides a point of contact for the Executive Offices of the CRD.
- Coordinates office communications and activities to ensure all staff are included and sharing information.
- Coordinates and maintains various “hard copy” file systems within Executive Services, including those within Human Resources that include employee personnel files.
- Coordinates the management of all records and documentation for the Executive Office, maintains the Infolinx records management system including the storage, retrieval and destruction of records for the Department.
- Prepares detailed and complex correspondence, reports, and statistical information.
- Prepares business expense forms, processes invoices, and reconciles purchasing card expenditures.
- Supports a variety of corporate wide initiatives, projects, and programs.
- Maintains and orders an inventory of office supplies and other related materials; resolves business equipment malfunctions.
- Provides coordination and guidance as a SharePoint Champion and ensures that records are current, and information is easily accessible and retrievable.
- Ensures records and correspondence are properly authorized and that appropriate amendments are accurately made to files. Receives incoming and tracks outgoing correspondence to ensure correspondence is completed, circulated and filed in a timely manner.
- Provides support and may backfill staff, including those with access to highly confidential human resource materials.
- Provides break and relief coverage to staff in the Executive Administration division including reception as required.
- Provides support to the Executive Leadership Team as required.
- Other duties as required.

**Qualifications**
- Diploma in a related discipline
- A minimum of 5 years' directly related experience

**Role Specific Knowledge, Skills, and Abilities**
- General understanding of relevant legislation and concepts applicable to an Executive Office and support setting.
- Ability to understand policies and procedures.
- Proficiency and experience with SharePoint, MS Word, MS Excel, and Outlook
- Experience with enterprise resource systems, such as SAP would be an asset.
- Ability to edit and proof correspondence with a high degree of accuracy, including materials of a confidential and sensitive nature.
- Excellent communication (verbal and written), customer service, public relations and partnering skills.
- Must be able to effectively establish and maintain positive relationships with staff and all levels of management.
- Ability to deal tactfully, courteously, and effectively with the public, staff, and management.
- Use good judgement to make decisions and take actions that move issues closer to closure.
- Ability to support staff, including senior staff and the public on a wide variety of issues.
- Demonstrate integrity, consistency, and support of CRD goals, objectives, and policies.
- Ability to work independently, organize workload and set priorities. Flexible and willing to change priorities to meet constantly changing and unrelenting deadlines.
- Ability to record accurate minutes and maintain records and proceedings on confidential matters.
- Able to utilize innovative effective problem-solving techniques to deal with technical HR issues.

**APPLICATIONS**
**Closing Date: This position will remain open until filled.**

Education : College, CEGEP or other non-university certificate or diploma fro

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