Senior Executive Assistant, Administrative Services
4 weeks ago
Executive Assistant, Administrative Network
Primary Objective: To deliver a comprehensive range of confidential and high-level executive assistance to the Vice-President of Administration and the Chief Operating Officer. Additionally, to offer extensive confidential and high-level administrative support within the Administration sector.
Job Overview: Reporting to the Manager of the Administrative Network, the Executive Assistant is an integral member of a collaborative and dynamic administrative team that supports the Administration sector. The role encompasses a wide array of intricate tasks and processes that necessitate meticulous attention to detail. The incumbent will adeptly manage a substantial workload in a fast-paced setting characterized by frequent interruptions, competing priorities, and conflicting deadlines. A thorough understanding of the priorities, objectives, and vision of the Administration sector is essential and will guide the incumbent in their daily responsibilities and decision-making processes. Embracing continuous change is crucial, and the incumbent will anticipate, influence, adapt to, and assist others in navigating through change.
Key Responsibilities:
- Strategically organizes the Leader's calendar, establishing standards that balance meeting and office/work time, reflecting the unit's priorities, and allowing for flexibility in a dynamic and frequently changing environment.
- Prepares a variety of documents, reports, presentations, and packages for the Leader as necessary.
- Effectively represents the Leader in all forms of communication, ensuring the appropriate tone and interest are conveyed.
- Collaborates closely with the Executive Officer to ensure that the strategic goals and priorities of the Administration sector are achieved.
- Engages in effective collaboration and problem-solving with individuals in the Administration leadership team, including Vice Presidents, Associate Vice Presidents, Executive Officers, and Directors, as well as senior leadership staff across the organization and other private and governmental entities.
- Utilizes collaborative and team-building skills to manage assigned projects and tasks, which may involve building knowledge, delegating work, and engaging colleagues within the Administrative Network.
- Exercises judgment, confidentiality, and discretion when addressing sensitive matters.
- Proactively seeks to understand the unit's priorities to provide effective support.
- Contributes to continuous improvement by identifying issues and participating in process evaluation and redesign.
- Provides meeting and committee support as needed, including overall coordination, scheduling, and minute-taking.
- Facilitates the shared services models; this includes providing direct support to the Administration sector and adhering to established best practices with transactional work.
- Submits financial and administrative requests to the organization's systems on behalf of individuals and units.
- Maintains both physical and electronic records.
- Performs general office duties, including copying, printing, and ordering supplies.
Educational Requirements: Completion of Grade 12 and an office administration diploma from a recognized post-secondary institution. An undergraduate degree is preferred.
Experience Requirements: A minimum of five years of relevant experience, preferably supporting executive members in a large organization. Familiarity with organizational systems is a significant asset.
Required Skills: Qualified candidates will demonstrate effective interpersonal and communication skills, both written and verbal. Strong attention to detail is essential. The incumbent will thrive, make sound decisions, and complete work accurately in a busy work environment with frequent interruptions and competing priorities under minimal supervision. Candidates must effectively manage stressful situations and foster constructive, collaborative relationships. Proficiency in Microsoft Office software (Word, Excel, PowerPoint, Visio, and Outlook) is required, along with the ability to quickly learn new computer programs.
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