Confidential Secretary I

2 weeks ago

Toronto, Canada CSA Group Full time

Employment Status:

Regular

Time Type:

Full time

BUILDING A WORLD CLASS TEAM STARTS WITH YOU

At the heart of CSA Group is a vision: making the world a better, safer, more sustainable place. It's been part of our mission for nearly one hundred years: from the first engineering standard for railway bridges developed in 1919, to more than 3,500 standards, codes & related products today.

Headquartered in Canada, with a global footprint of more than 30 labs and offices across Europe, Asia and North America, CSA Group tests, inspects and certifies a wide range of products - from every day househould items to leading edge technology-to meet exacting requirements for safety, performance and environmental impact.

Our employees take pride in making a difference in people's lives through the work that we do. We're looking for people like you to help make it happen.

Job Summary:

Responsibilities:

Performs a variety of duties in support of their Manager and department management, which could include all or some of the following:

Prioritizes deliverables to best meet business demands and demonstrates flexibility as business demands shift.

Maintains employee and customer confidence by keeping information confidential (i.e. employee-related business plans, training and qualification records, strategic information, union issues, legal matters, employee evaluations and salary adjustments, leave records, etc.).

Maintains department data (i.e. time entry, training and qualifications, custom logs, social business content in Jive or other platform).

Evaluates, monitors and analyzes budgets/expenditures (i.e. against business plans). Independently liaises with Accounting to understand and resolve any budgeting discrepancies and process invoices.

Compiles historical and projected data to assist in business planning/budgeting cycles

Manages key system documents owned by the department (i.e. Accreditation Certificates and Scopes, Notices and Informs, revenue generating certificates. May include receiving and logging issues in a database; independently follow-up for appropriate responses; evaluating implementation plans for effectiveness) to ensure their timely processing and communication.

Regularly reviews details of contracts with select external vendors to ensure CSA is receiving agreed deliverables and follows up with vendor in case of discrepancies (i.e. ensuring standards are not dropped from the AB’s accreditation listings; monitoring new accreditations are posted on AB website; solicits renewal invoices when the vendor is late; confirms translation quotes are within the contract; monitors hotel deliverables vs. contract).

Prepares confidential and general correspondence, reports, presentations, etc. Establishes, organizes and maintains a confidential and effective filing system for the department.

Prepares expense statements. Coordinates purchase of office supplies. Coordinates meetings by ensuring the room is booked, equipment is available, and catering is taken care of; Manages offsite meeting contracts; Compiles Agendas, ensuring Agenda items are brought forward as necessary and records are maintained; and records, prepares and distributes Minutes.

Manages special projects as assigned. Independently determines what tasks need to be completed; and how and when to execute tasks, in the most timely and efficient manner.

Interfaces and liaises directly with senior executives, customers, industry, employees and management to answer enquiries and solve problems.

Prepares materials used for internal and external presentations given by management. Compiles relevant background information; develops visual presentations, determines appropriate layout and format for the audience.

Monitors email aliases - Independently assesses all internal and external communications received and decides to handle or escalate to the related Manager.

Prioritizes issues and executes appropriate actions; researches background material, collates data, prepares responses, recommends course of action to management and monitors and follows up on issues.

Disseminates and communicates information to appropriate parties, as required. The outcome of these activities directly impact accreditations and business programs.

Performs other office related duties as required by department management.

Education and Experience:

3-5 years related experience in Certification.

Business Diploma, preferably in secretarial or equivalent customer service experience.

Experience communicating with co-workers across departments and members of the Senior Management and Executive Management teams.

Experience communicating with, and answering queries from individuals outside the organization, such as customers, suppliers and the general public.

Regular attendance and punctuality in accordance with Company policies.

Ability to interact well with other employees and work overtime, as necessary, is required.

Skills:

Computer proficiency: MS Office Suite, Word (tables, lists, headings, bookmarks, etc), Excel (Formulas, Pivot Tables, Power Query), Teams (meetings, calendars, sharing and permissions, channels), Outlook (calendars, multiple inboxes), Sharepoint, Adobe (forms, editing, signatures); Smartsheet (automation, dashboards, reports, forms); general database and keyboarding skills.

Analytical and reasoning skills are required to gather data, analyze and interpret information from a variety of sources/situations, make decisions and to develop or propose appropriate solutions (i.e. budgets, corrective actions).

Planning and problem-solving skills to handle priority setting and organization.

Multi-tasking skills to balance and manage multiple duties and work assignments.

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