Executive Assistant

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Out-of-Scope

Multiple Positions

Job Scope- The Executive Assistant - VP (EAVP) regularly handles diverse matters requiring extensive knowledge of the corporation and the VP’s area of responsibility. There is an absolute requirement to maintain confidentiality.- Primarily performs in a self-directed and service-oriented manner with day-to-day workflow and specific duties driven by the scope of work, individual priorities, and support needs of the respective Vice President.- As a member of the Board and Executive Support department there will be additional team-related demands on the incumbent’s time and capacity.- Position has decision-making authority within pre-determined scope of duties and authorization levels.

Key Accountabilities

Note: This section is not intended to be an exhaustive list of duties and responsibilities - other duties and responsibilities may be assigned.

Vice President Liaison and Support- Provides day-to-day support to enhance the VP’s efficiency and effectiveness, including schedule and time support, expense and travel support, meeting and event coordination support, and communication and correspondence support. Monitors and coordinates management commitments and deliverables to support completion within time constraints.- Develops and maintains relationships with VP stakeholders using appropriate discretion, confidentiality, and respect for protocols.- Handles matters on behalf of and in collaboration with the VP, including administrative management of VP’s direct reports (expense reviews, authorization of pre-approved signoffs, onboarding staff, mapping out workflow deliverables and dependencies, scheduling meeting and performance management cycles, etc.).- Actively evolves the leadership support function as a partner through operational efficiencies and change advocacy.- Establishes and maintains an effective system of internal controls to support reliable financial reporting and compliance in accordance with applicable laws and regulations within the span of control and communicates the importance of internal controls to staff.

Governance Administration- In conjunction with the VP, coordinates contributor document submissions (decision requests, information, and decision items) for corporate decision-making deliberations (Board of Directors and Executive Leadership Team.)- Assists contributors with document standardization, formatting and facilitates workflows.- Educates others about corporate templates, standards, and overall process requirements.- Plans, coordinates, and executes logistic aspects of VP hosted meetings and events. Assists with meeting preparedness, attends and/or participates in meetings, as required.- Supports respective VP with content management of their team SharePoint site and champions corporate practices for document and records management.

Department Performance- Collaborates across the Board and Executive Support department to function in mutually beneficial and integrated way with all Executive Assistants to manage work and information flow between the Executive Vice Presidents and their Vice President direct reports.- Actively communicates within intact team to maintain an awareness of activities and work occurring cross-functionally at the VP level.- Engages appropriate corporate resources to coordinate, identify, address and/or escalate matters/issues/concerns.- Assists in assessing work methods; develops and shares improvements to administrative processes and practices, as part of an evolving corporate administrative professionals’ network.- Educates self and others on administrative and corporate departmental processes, procedures, and software.

Leadership- Actively contributes to and supports a culture of a high performing workforce.- Participates in divisional succession plans, ensuring ongoing professional and career development and supports development in others.- Supports 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- Enables the success of programs and policies that are in alignment with corporate, strategic and divisional strategies.- Manages risk in area of authority.- Ensures that the Health, Safety and Emergency Management Policy is applied in area of responsibility.

Education and Experience- Two-year diploma from an accredited post-secondary education institution in a relevant field of study such as Business, or a defined equivalency.- Three years’ experience in a progressively challenging administrative role supporting senior lea