Executive Assistant

4 weeks ago

Toronto, Ontario, Canada Kinross Gold Corporation Full time
Job Summary

We are seeking a highly skilled and experienced Executive Assistant to provide administrative support to our Senior Vice President, Finance, Vice President, Finance, Vice President, Internal Audit, and Vice President, Tax. The successful candidate will be responsible for scheduling travel and meetings, coordinating events, maintaining files, and generating correspondence as directed.

Key Responsibilities
  • Assist with planning and coordinating domestic and international travel for the VPs and teams, including arranging for visas
  • Schedule meetings and conference calls, book and set up boardrooms for meetings
  • Heavy calendaring for the VPs and email management, as required
  • Complete expense reports and manage invoices for the VPs
  • Manage record keeping for various documents, including invoices, engagement letters, contracts, etc.
  • Responsible for maintaining filing and organization systems within the departments
  • Responsible for maintaining email distribution lists for the departments and access rights to certain shared applications
  • Print and photocopy, collate, and prepare reports and other documents, such as materials for meetings and conferences, and ongoing department reporting, as requested
  • Receive, sort, and distribute incoming mail
  • Coordinate events for the Finance and Internal Audit departments, including arranging for catering, and arrange participation in conferences, as required, by planning and carrying out all necessary logistics and details
  • Assist with onboarding new employees in the departments
  • Anticipate needs, perform routine and non-routine tasks, and handle high-level or confidential correspondence; ensure accuracy and quality of all work completed
  • Liaise with internal and external contacts and respond to information or material requests
  • Contribute to non-routine projects and special initiatives within the departments
  • Provide assistance through proactive follow-up of ongoing matters
  • Other duties as needed
Financial Reporting
  • Manage the quarterly CFO report process, including drafting and communicating the report preparation timeline, setting up the template for the quarter, and preparing the Document Management site where the CFO report is maintained
  • Assist with access to the Document Management site, manage deadlines with section preparers, consolidate sections for review and distribution to senior management, including the CFO and Audit & Risk Committee, and assist with formatting, proof reading, collating comments, and editing the report
  • Manage the collection of quarterly representation and site certification letters from various senior employees in multiple countries
  • Act as the primary administrative contact for the external auditors and manage the external auditors' security access to the office, provide assistance with booking meetings with Kinross management, and reserving office space/boardrooms as needed
Budget and Forecasting
  • Assist with the Corporate budget and Q2 forecast processes, including assisting with the preparation and distribution of budget and forecast templates, arranging meetings with senior leadership, and assisting with the preparation of meeting materials
Enterprise Risk Management
  • Consolidate the Risk Report to the Audit & Risk Committee, including rolling forward the report on a quarterly basis, enabling the ERM team to efficiently update the document, and assist with formatting the final draft as appropriate in a timely fashion
  • Coordinate and schedule over 35 complex meetings with GMs, SVPOs, SLT, etc. on a quarterly basis
Internal Audit
  • Assist with the management of access to the Document Management site, where all the Internal Audit Reports are maintained
SOX
  • Assist with the management of access to the Document Management site, where all the SOX Narratives are maintained
Tax
  • Coordinate and schedule meetings between the Kinross global tax team members across different time zones
  • Assist with CRA mail correspondences and processing of tax payments, as required
Requirements
  • College or training equivalent to 3 years of study
  • Partial completion of formal professional certification or designation in an appropriate area of expertise is an asset
  • More than 5 years of related work experience
Skills
  • Knowledge of basic office functions, i.e., office machines, telephone systems, copier, fax, binding machines
  • Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint
  • Experience with Microsoft Teams, Zoom, Concur, SharePoint, Transform AP, and JDE is considered an asset
  • Exceptional verbal and written skills (English)
  • Proven ability to manage several tasks simultaneously in a deadline-driven, fast-paced environment
  • Excellent organizational and time management skills
  • Proven ability to work with a diverse group of individuals
  • Strong dictation and typing skills
  • Professional and detail-oriented

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