Executive Assistant to The President

**Skills/Abilities**:

- Advanced computer literacy and MS Office skills (Word, Excel, PowerPoint).
- Advanced organizational and time management skills, with the ability to multi-task and prioritize assignments in a fast paced and changing environment.
- Advanced written and verbal communication skills and the ability to communicate effectively with all levels both internal and external to the organization.
- Strong attention to detail and a proven ability to maintain a consistently high level of accuracy.
- Ability to work with stakeholders to plan and organize work and ensure deadlines are achieved.
- Ability to prepare accurate and detailed correspondence and reports.
- Ability to maintain a high level of confidentiality and integrity.
- Ability to be resourceful, flexible, and dependable.
- Ability to support corporate vision and to integrate corporate values into daily routine.
- Ability to be diplomatic, tactful and use discretion in all situations with all levels of stakeholders and manage matters calmly and effectively in high stress situations.

**Education/Knowledge**:

- Post-secondary degree or diploma in a relevant field.
- IAAP Certified Administrative Professional an asset.
- Advanced knowledge of administrative procedures and systems.
- Intermediate knowledge of Secure Board Portal Applications is an asset.
- Basic knowledge of Occupational Health and Safety requirements relates to individual, organizational, and operational requirements.
- Intermediate Knowledge of Record Keeping Principles and Fundamentals.

**Experience**:

- 8 - 10 years’ supporting a senior executive and experience supporting a Board of Directors.

**Major (Primary) Responsibilities**:
**Provide Administrative Support to the President & CEO**:

- Compose confidential correspondence and reports - develop, edit, and finalize documents and presentation materials for review, often on short notice.
- Coordinate and organize meetings for the President & CEO with various internal and external stakeholders (e.g. Board of Directors, direct reports, employees, customers, Mayors’ office and Shareholder representatives, industry representatives, etc.) including preparation of agendas and taking minutes.
- Maintain the President & CEO’s calendar and schedule appointments and meetings based on priorities of issues and events and ensure that expense reports are completed and remitted on a timely basis. Book training and seminars and coordinate required travel.
- Collect, organize, prepare, edit, and issue board reporting materials, including prior meeting minutes, CEO report, and supporting material.
- Assist with the planning and execution of Corporate events involving Executive or the Board.
- Maintain departmental files as part of the Corporate Records and Information Retention schedule.
- Respond to external and internal enquiries effectively using tact, diplomacy, and judgment.
- Provide back-up executive assistant support to the senior executive team as needed.
- Perform other duties as assigned.

**Provide Administrative Support to the Board of Directors**:

- Coordinate meetings, prepare detailed and accurate record keeping and transcribe minutes for the Chair of the Board of Directors and Chairs of the Board Committees.
- Prepare confidential minutes, letters, agendas, publish and distribute minutes for board and standing committee meetings.
- Manage and administer the Electronic Board Books platform to ensure timely and accurate uploading of all meeting agenda, minutes, and confidential documents.
- Maintain Corporate Minute Books, Corporate filings, etc.
- Carry out Board of Director orientations for new members as required.

**Budgeting & Payroll**

- Develop and administer the Executive Assistant and Board of Directors budget.
- Set up Board of Directors payroll, complete time sheets and reconcile to budget.

**Safety**:

- Support Corporate Occupational Health & Safety initiatives by incorporating safe work practices into daily work routine and reporting any unsafe conditions or work practices to supervisor.