Executive Assistant and Travel Coordinator

2 weeks ago

Ottawa, Canada Canadian Commercial Corporation Full time

**Please note that this position closes effective the end of day on August 14, 2023.**

**To view a detailed Work Description, please open the attached document.**

The Executive Assistant and Travel Coordinator reports directly to the Vice-President, Business Development and Marketing, and is responsible for performing a full range of legal and administrative functions in the Business Development and Marketing Units. The role’s main functions are calendar management and coordinating international travel. The diversity and complexity of the assignments and relationships requires multi-tasking, judgment, quick thinking, attention to detail, tact, flexibility, and interpersonal skills, as well as honed communication abilities. The role also requires exceptionally strong organizational skills in managing and coordinating a large volume of deliverables and workflows. The Executive Assistant and Travel Coordinator will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities, competing priorities and confidential matters with discretion.

**Roles and Responsibilities**
- Completes a broad variety of administrative tasks for the Vice-President, Business Development and Marketing, including, but not limited to:

- Manages a complex and fast-moving schedule, using judgement and communication skills to resolve conflicts and manage priorities.
- Books domestic and international travel arrangements, including flights, accommodations and transportation, keeping in mind business requirements and cultural considerations.
- Prepares briefing books and requested documentation in a timely manner.
- Ensures all meeting logistics are complete, including booking meeting rooms, preparing materials, providing on-site support, hospitality, and catering.
- Works closely with the Finance team to process, submit and track expenses on behalf of the VP, ensuring deadlines are met.
- Supports the business unit’s staff with various ad hoc administrative requests such as payment of invoices, translation requests, managing a calendar of events, etc.
- Assists the Business Development Account Directors with their extensive and complex international travel arrangements, and ensures their travel expense claims are processed, submitted, and tracked on time.
- Works closely and effectively with the Vice-President, Business Development and Marketing to keep them well-informed of upcoming commitments and responsibilities, following up appropriately.
- Develops and maintains a thorough understanding and awareness of the on-going activities in the Division business units.
- Establishes documentation standards and controls, develops a quality assurance system for correspondence, and provides advice and guidance to staff of the division on administrative matters.
- Provides back-up administrative services to the Corporation's Senior Management Committee and the office of the President.
- Maintains effective working relationships and coordinates linkages with the President’s Office, Directors and staff of the Corporation, officials of other federal departments, representatives (to ambassadorial level) of foreign governments.
- Handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. In terms of the broader team, tracks, manages and coordinates follow-ups and tracking to ensure large deliverables and projects are progressing and deliver on time.
- Adheres to organizational policies and related procedures and instructions and performs other duties as required.

**Requirements**:

- Post-secondary education in a related field or an acceptable combination of education, training and/or related work experience.
- At least 5 years as an Executive Assistant, including administration of an executive office, assisting a Vice-President, or individual at an executive level, in managing their area of responsibility and accountability.
- Bilingual (English/French) imperative C-C-C.
- Significant experience in developing and managing systems and procedures used to control and coordinate responses to correspondence in offices at the level of at least Vice President.
- Very strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, Board members, external partners.
- Experience in coordinating executive meetings such as for management committees or for board of directors.
- Advanced knowledge of matters relating to the workings of a senior management or executive committee.
- Ability to work effectively under pressure to meet tight deadlines while managing multiple and conflicting priorities.
- Ability to multitask and use superior time management skills with mínimal supervision.
- Requir

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