Senior Executive Assistant, Administrative Operations
4 weeks ago
Senior Executive Assistant, Administrative Operations
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. This role also encompasses providing extensive administrative support within the Administration sector.
Job Overview: Reporting directly to the Manager of the Administrative Network, the Senior Executive Assistant is an integral member of a dynamic and collaborative administrative team that supports the Administration sector. The responsibilities include a diverse array of complex tasks and processes that demand meticulous attention to detail. The individual will efficiently manage a substantial workload in a fast-paced setting characterized by frequent interruptions, competing priorities, and conflicting deadlines. A thorough understanding of the Administration sector's priorities, objectives, and vision is essential, guiding the incumbent in daily operations and impactful decision-making. Embracing continuous change is vital, as the incumbent will need to anticipate, influence, adapt to, and assist others in navigating through transitions.
Key Responsibilities:
Strategically organizes the Leader's calendar, establishing standards that balance meeting and office/work time, reflecting the unit's priorities while allowing flexibility in a rapidly changing environment. Prepares a variety of documents, reports, presentations, and packages for the Leader as necessary. Represents the Leader effectively across all communication channels, 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 collaborative problem-solving with members of the Administration leadership team, including the VP, AVPs, Executive Officer, and Directors, as well as senior leadership across the organization and external entities. Employs collaborative and team-building skills to manage assigned projects and tasks, which may involve knowledge sharing, delegating responsibilities, and engaging colleagues within the Administrative Network. Exercises discretion, confidentiality, and sound judgment when addressing sensitive matters. Proactively seeks to understand the unit's priorities to provide effective support. Contributes to continuous improvement by identifying challenges and participating in process evaluation and redesign. Provides support for meetings and committees as needed, including overall coordination, scheduling, and minute-taking. Facilitates the shared services models, providing direct support to the Administration sector's SBAs and adhering to established best practices for transactional work. Submits financial and administrative requests to organizational systems on behalf of individuals and units. Maintains both physical and electronic records efficiently. Performs general office duties, including copying, printing, and ordering supplies as required.Educational Background: Completion of Grade 12 and an office administration diploma from a recognized post-secondary institution is required. An undergraduate degree is preferred.
Professional Experience: A minimum of five years of relevant experience, ideally supporting executive members within a large organization. Familiarity with organizational systems is a significant advantage.
Required Skills: Ideal candidates will demonstrate effective interpersonal and communication skills, both written and verbal. Strong attention to detail is essential. The incumbent must thrive in a busy work environment, making sound decisions and completing tasks accurately amidst frequent interruptions and competing priorities with minimal supervision. Candidates should be adept at managing stressful situations positively and fostering 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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