Executive Assistant, Chief Operating Officer

EXECUTIVE ASSISTANT, CHIEF OPERATING OFFICER

The Executive Assistant provides strategic and operational support and manages the efficient day-to-day flow of the Chief Operating Officer's (COO) office. Acting as the liaison between the COO and other areas of the branch and organization, the Assistant has a significant issues management role as well as various administrative duties. This position is highly confidential, in that the Executive Assistant is privy to numerous management and business issues. The role will also be responsible for planning a variety of projects and ensuring the project outcomes are achieved.

Day to day responsibilities include managing incoming correspondence and preparing letters, reports, and presentations. Planning and coordinating meetings and preparing related materials is another important activity. As well, the Executive Assistant ensures that the branch is meeting the COO's expectations in terms of providing quality documents by assigned timeframes for board and committee meetings and business initiatives. Also, the Executive Assistant ensures budget processes and records management are effectively carried out by the branch.

Position Term: 18 Months

Know-How

Practical / Technical Knowledge

• Undergraduate university degree in Business or Public Administration
• Project Management Professional Designation or Project Management Certification is an asset
• Minimum of 5 years' progressively responsible experience of which at least 2 years would be as an Executive Assistant.
• High proficiency in Microsoft Office and ability to use SharePoint is desirable.

Planning, Organizing and Integrating

• Positive, poised, and professional working style with the ability to protect confidential information and use discretion and tact.
• Strong leadership and interpersonal skills for consulting with project sponsors and project teams on requirements, negotiating and building consensus on solutions, facilitating meetings and the resolution of issues and managing change resulting from the project.
• Strong project management skills for planning, organizing, leading and reporting on projects.
• Ability to formulate budgets, prepare contracts and track costs.
• Takes initiative and can work independently with minimal supervision to meet deadlines and work concurrently on a variety of projects.

Communicating and Influencing Skills

• Excellent verbal and written communication skills for working with staff at all levels of the organization to present information, manage discussions, provide training and create project documents as well as preparing and editing business correspondence and documents.
• Strong interpersonal skills for developing effective work relationships with senior management, service providers, and clients.
• Ability to take initiative to proactively address issues and work in a fast-paced environment to manage diverse and complex activities.
• Ability to problem solve collaboratively and demonstrate sound judgement, innovation/creativity, and an ethical approach, knowing when to escalate matters to COO.
• High attention to detail, ensuring accuracy and thoroughness.
• Ability to be self-managed and work independently with little supervision.
• Collaborative and open-minded team player who is committed to the achievement of team goals and works well with others.
• Adaptable and open to change.

Responsibilities

• Create project teams and coordinate processes to secure any required external resources, ensuring that all project team members are well versed in their roles and responsibilities.
• Lead the identification of project requirements.
• Prepare implementation plans and coordinate related change management including business process reengineering, staff training, client and third-party notification, etc.
• Apply planning, coordination, facilitation and risk management to manage the scope of projects and ensure they are delivered on time and within budget.
• Track and resolve questions, issues and other challenges that arise during the projects.
• Create and manage project documentation and communication including
• the provision of regular reports to the project sponsor and project team.
• Provide leadership and coordination of day-to-day operation of the COO
• Office through managing the flow of information and confidential reports.
• Manage incoming correspondence and draft letters and documents for COO and proof/edit documents provided by others.
• Prepare, record and finalize minutes for AMSC Governance Committee.
• Prepare any Board summary documents required from AMSC Governance Committee and send to CEO.
• Assist COO in identifying and responding to issues and in monitoring status of assigned initiatives and board and committee documents to ensure deliverables are provided for the COO's approval in a timely manner.
• Research administrative matters for the COO and branch management team and prepare associated report.
• Prepare presentations for COO.
• Maintain COO's schedule by planning and scheduling meetings and ensuring meeting materials are provided in advance.
• Prepare COO expense reports/claims.
• Liaise with staff, service partners and clients to answer or direct inquiries.
• Maintain schedule of service provider contracts and ensure regular reports related to service level agreements are provided.
• Plan and implement a records management process for the branch that complies with organizational systems and policies.
• Prepare agendas and take minutes at branch and service provider meetings.
• Coordinate the branch's annual process for identifying needs for the upcoming year's budget and ensure the branch provides periodic expenditure forecasts throughout the year.
• Liaise with Corporate Services to ensure branch needs relating to accommodation, computers and other equipment are met and orders office supplies.
• Provide advice and/or support to administrative support positions in the branch.
• Ensure administrative support within the branch is available to help cover-off reception.