Executive Support Specialist

2 months ago

Regina, Saskatchewan, Canada SGI Full time
About this Role

We are seeking a highly skilled and experienced Executive Support Specialist to join our team at SGI. As a key member of our Executive Support department, you will provide exceptional administrative support to our Vice Presidents, ensuring the smooth operation of their offices and contributing to the success of our organization.

Key Responsibilities
  • Executive Support
    • Provide day-to-day support to enhance the productivity and effectiveness of our Vice Presidents, including schedule and time management, expense and travel coordination, meeting and event planning, and communication and correspondence support.
    • Monitor and coordinate management commitments and deliverables to support completion within time constraints.
    • Plan, coordinate, and execute logistic aspects of VP-hosted meetings and events.
    • Assist with meeting preparedness, attend, and participate in management, staff, and stakeholder meetings, as required.
    • Develop and maintain relationships with stakeholders using appropriate discretion, confidentiality, and respect for protocols.
    • Collaborate with VP to handle administrative management of their direct reports, including expense reviews, delegated authorization of pre-approved signoffs, mapping out workflow deliverables and dependencies, scheduling meetings, onboarding staff, and performance management cycles.
  • Governance Administration
    • In conjunction with the VP, coordinate contributor document submissions for corporate decision-making deliberations of the Board of Directors and/or Executive Leadership Team.
    • Manage a tracking system for deliverables, conduct regular follow-ups, and report on the status of commitments.
    • Assist contributors with document standardization, formatting, and facilitate workflows.
    • Educate others about corporate templates, standards, timelines, and overall process requirements.
    • Support VP with content management of their team SharePoint site and champion corporate practices for document and records management.
  • Department Performance
    • Collaborate across the Board and Executive Support department to function in a mutually beneficial and integrated way with all Executive Assistants to manage work and information flow between the Executive Vice Presidents and their Vice Presidents' direct reports.
    • Actively communicate within the intact team to maintain an awareness of activities and work occurring cross-functionally at the VP level.
    • Engage appropriate corporate resources to coordinate, identify, address, and/or escalate matters/issues/concerns.
    • Assist in assessing work methods; develop and share improvements to administrative processes and practices, as part of an evolving corporate administrative professionals' network.
    • Educate self and others on administrative and corporate departmental processes, procedures, and technology.
    • Assist in providing guidance to team members regarding role-specific training and acumen building.
  • Leadership
    • Actively contribute to and support a culture of a high-performing workforce.
    • Participate in divisional succession plans, ensuring ongoing professional and career development and supports development in others.
    • Support a culture of leadership and accountability to effectively deliver on strategic and corporate strategies.
    • Is actively committed to leadership development across the company, supporting team and workforce readiness through mentoring, training, and developmental opportunities.
  • Corporate Management
    • Enable the success of programs and policies that are in alignment with corporate, strategic, and divisional strategies.
    • Manage risk in the area of authority.
    • Ensure that the Health, Safety, and Emergency Management Policy is applied in the area of responsibility.
    Requirements
    • Two-year diploma from an accredited post-secondary education institution in a relevant field of study such as Business.
    • Three years' experience in a progressively challenging administrative role with demonstrated support to senior leadership.
    Knowledge, Skills, and Abilities
    • Knowledge of corporate office protocols and office operations.
    • Knowledge of organizational units and how they interact to support the corporation's operations.
    • Knowledge and skill in Microsoft 365 applications and other required corporate technology and systems to support functionality and leverage applications for efficiency and records management.
    • Skill in planning and organizing.
    • Skill in verbal and written communications with attention to detail and accuracy.
    • Ability to apply detailed knowledge of organizational procedures to make independent decisions and serve as a credible resource for senior management.
    • Ability to build strong and trusted business relationships.
    • Ability to handle confidential and sensitive information and matters.
    • Ability to work within specific time constraints and manage unexpected and competing commitments.

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