Executive Assistant

2 months ago

Brampton, Canada Canadian National Railway Full time

At CN, everyday brings new and exciting challenges. You can expect an interesting environment where you’re part of making sure our business is running optimally and safely―helping keep the economy on track. We provide the kind of paid training and opportunities that long-term careers are built on and we recognize hard workers who strive to make a difference. You will be able to thrive in our close-knit, safety-focused culture working together as ONE TEAM. The careers we offer are meaningful because the work we do matters. Join us

**Job Summary**

The Executive Assistant is responsible for coordinating the general office operations, scheduling appointments and meetings as well as supporting the onboarding process of new staff. Additional tasks include updating organizational charts, purchasing office supplies, maintaining organized stock rooms and acting as a SharePoint Administrator. The incumbent supports the Vice-President (VP) Financial Planning & Sustainability, VP Treasury and Chief Internal Audit, as well as their respective teams. The role coordinates special events such as townhalls and training seminars.

**Main Responsibilities**

**Executive Assistant Tasks**
- Manage VP's complex and frequently changing calendar and travel arrangements
- Coordinate upcoming trips
- Conduct research to prepare and gather briefing materials, agendas and decks for all executive level meetings
- Ensure that quarterly and monthly team meetings are scheduled well in advance
- Develop and maintain alert systems for upcoming deadlines on incoming requests, projects and events
- Maintain an organized filing system for various documents
- Coordinate with the teams to ensure material needed to produce the Chief Financial Officer’s (CFO) update is received and issue it on a monthly basis

**Office Coordination**
- Prepare organizational charts and analysis for each function within departments on a quarterly basis
- Update content on several SharePoint websites including editing text, changing contacts, adding documents and modifying links
- Plan and coordinate training seminars, townhalls, holiday and summer events for the Financial Planning & Sustainability, Treasury and Internal Audit teams
- Verify and approve travel expenses of VP’s direct reports
- Process invoices and ensure payments are completed within deadlines
- Manage office resources including copiers, IT equipment, stationary supplies
- Update and coordinate seating plans and move requests with Facilities Coordinator
- Produce communications to inform employees on important items, such as job openings and events
- Main contact for questions and order requests from the supporting teams
- Ensure support for ad-hoc projects in Financial Planning & Sustainability, Treasury and Internal Audit

**Working Conditions**

The role has standard working conditions in an office environment with a regular workweek from Monday to Friday. The incumbent is required to move and organize office supplies approximately 10% of the time. Due to the nature of the role, the incumbent must be able to meet tight deadlines, handle pressure and manage stress.

**Requirements**:
**Experience**

Office Management
- Minimum 5 years of administrative or office management experience

**Education/Certification/Designation**
- College Degree

**Competencies**
- High level of discretion and judgement around sensitive and confidential information
- Inspires others with impactful communications and adapts to the audience
- Shares information
- Makes informed and timely decisions to get things done
- Collaborates with key stakeholders to enable higher productivity
- Cultivates relationships
- Solves problems using analytical thinking
- Responds with agility
- Displays a customer centric attitude
- Time Management
- Demonstrates organizational abilities and attention to details

**Technical Skills/Knowledge**
- General Computer skills
- Systems, Applications and Products (SAP)
- Org Chart Plus, Visio
- SharePoint
- Power PDF Advanced

Advanced Microsoft Word, Excel and PowerPoint

**About CN**

CN is a world-class transportation leader and trade-enabler. Essential to the economy, to the customers, and to the communities it serves, CN safely transports more than 300 million tons of natural resources, manufactured products, and finished goods throughout North America every year. As the only railroad connecting Canada’s Eastern and Western coasts with the Southern tip of the U.S. through a 19,500 mile rail network, CN and its affiliates have been contributing to community prosperity and sustainable trade since 1919. CN is committed to programs supporting social responsibility and environmental stewardship. At CN, we work as ONE TEAM, focused on safety, sustainability and our customers, providing operational and supply chain excellence to deliver results.

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