Executive Assistant

1 day ago

Ottawa, Ontario, Canada Canada Lands Company Full time
{"title": "Executive Assistant", "description": "Job Summary

The Executive Assistant provides administrative and program support to the Vice President, Real Estate and Vice President, Acquisitions & Business Development.

Key Responsibilities
  • Coordinates, schedules and organizes meetings and conferences with CLC employees, senior officials of the corporation, all levels of government, clients, consultants and other third parties.
  • Sets up meetings as required.
  • Screens requests and identifies issues to determine for priority; screens phone calls, and reads, screens and ranks VP, Real Estate and VP, Acquisitions & Business Development incoming electronic and hard copy mail.
  • Provides initial responses to routine public inquiries and refers such inquiries to appropriate CLC staff for further response or action.
  • Updates administration procedures and processes to better meet the operating requirements of the VP, Real Estate and VP, Acquisitions & Business Development.
  • Provides administrative and secretarial support (e.g., logistics, hospitality) at internal and external meetings with stakeholders, consultants, government, and the public and arranges conference calls.
  • Maintains the VP, Real Estate and VP, Acquisitions & Business Development calendar and contact lists and adjusts the VP, Real Estate and VP, Acquisitions & Business Development schedule based on shifting priorities and potential problems identified.
  • Briefs the VP, Real Estate and VP, Acquisitions & Business Development before appointments or meetings with appropriate background information from computer information systems and/or files.
  • Prepares and sends correspondence and supports the preparation and circulation of memoranda, minutes, reports, agendas and presentations.
  • Ensures consistency and compliant formatting for Board reports and Power points.
  • Makes travel and accommodation arrangements for the VP, Real Estate and VP, Acquisitions & Business Development office and prepares employee reimbursement and personal expense claims.
  • Serves as administrative liaison between the VP, Real Estate and VP, Acquisitions & Business Development and the Executive team, other CLC real estate offices, CN Tower and administrative units (accounting, communications, human resources, legal, IT, records, etc.).
  • Assists with various corporate communications and public relations functions.
  • Performs the role of Records Management champion and liaison to fulfill the records management function related to VP, Real Estate and VP, Acquisitions & Business Development files, both digital and paper format.
  • Verifies overhead expenses, prepares payment vouchers, balances overhead costs at month end and investigates queries on outstanding invoices.
  • Establishes and maintains a network of support staff across the Regions to ensure that administrative policies and procedures in support of the VP, Real Estate and VP, Acquisitions & Business Development operations are effective.
  • Greets visitors to the VP, Real Estate and VP, Acquisitions & Business Development in a helpful, professional and pleasant manner.
  • Assists in the preparation, presentation, and follow-up for CLC public events as required.
  • Maintains a thorough working knowledge of CLC Policies and Guidelines, procedures, records management, and information systems.
  • Provides the VP, Real Estate and VP, Acquisitions & Business Development with IT support, including liaising with IT department;
  • Other tasks as assigned by the VP, Real Estate and VP, Acquisitions & Business Development office.Qualifications
    • Minimum high school diploma required, with a preference for post-secondary education.
    • Minimum of one to three years of experience in executive office administration required.
    • Experience in client relations, customer service, and basic public relations required.
    • Financial training and/or education, an asset.
    • Proficiency with the use of standard office software, including Microsoft Word, Excel, Powerpoint, Outlook, Sharepoint, and Teams.
    Working Conditions

Able to work under pressure to meet tight deadlines, conflicting demands, frequent interruptions, and heavy work loads.

Working in an office environment.

Light to infrequently moderate physical effort; Requires handling of light and moderate weight objects including office equipment and other office supplies.

"}

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