Executive Assistant

Position Overview

We are seeking an experienced professional to fill a 14-month maternity leave contract position within our organization. As part of our commitment to a seamless transition, the successful candidate will benefit from job-shadowing provided by the current staff member.

As the Executive Assistance (Finance and Operations Lead), you will play a pivotal role in our organization. Your multifaceted responsibilities will require advanced capabilities, organizational skills, and discretion. The primary objective of this position is to ensure the seamless day-to-day functioning of our business and financial operations.

You may have to research and compile data, meet or liaise with individuals and groups inside or outside of the company on behalf of the CEO, and coordinate the implementation of company and board administrative policies.

As well, you are responsible for overseeing the processing of invoices, responsible for tracking expenses/receivables, completing proposals and project/financial claims.

As part of the administrative team you will provide leadership to the receptionist/clerk and oversee administrative tasks (answering the phone, photocopying, mailing, filing, organizing contracts, word processing, etc.) and provide backup especially during staff leaves and vacancies.

You will also be responsible for preparing correspondence, reports, presentations, managing the CEO’s schedule and anything else that is required. You will attend confidential management and board meetings, prepare agendas, and transcribe or distribute minutes in a timely manner.

You will also benefit from many advantages, such as:
•Full time hours
•Pension plan opt-in opportunity
•Working with an established, knowledgeable team

Duties and Responsibilities

You’ll be an integral part of our team during this maternity leave coverage. Your proactive approach and attention to detail will contribute to the smooth functioning of our organization.

Here are your detailed key responsibilities:

CEO Support:
•Manage, maintain and oversee the CEO’s calendar, triage and respond to requests that require screening, filtering, re-prioritization and delegation, arrange business meetings, conference calls and appointments and provide reminders, ensuring the CEO arrives on time and prepared for all meetings.
•Prepare and support material for meetings, conferences and workshops. Arrange travel plans for out-of-town meetings/conferences (i.e. travel, reservations, registrations, etc).
•Be proactive and take initiative to be one step ahead of the CEO and Board requirements, requests and queries.
•Provide confidential, professional, administrative and research support.
•Review and prepare all documents, reports and other correspondence materials for the CEO and management team.

Board of Directors Support:
•Organize all board meetings including scheduling, hospitality, RSVPs, development of all related agendas, financials, and materials; record and distribute meeting minutes; and track decision and action items to completion.
•Oversee Board administrative tasks such as scheduling, meeting logistics and preparation of materials, annual filings, as well as maintenance of the official record book, board manual, and online board portal. Act as a resource for the board on governance matters, and update board and staff policy binders. Support CEO as required for committee, council and external meetings.

Finance and Operations/Staff Support:
•Provide support on team projects, monitor deadlines and manage and coordinate projects, files and company initiatives, including board and team events. Produce reports, presentations and briefs as required.
•Prepare, organize and submit expense reports, invoice payments and vacation data / time exception reporting, ensuring completion in a timely manner and within policy guidelines.
•Assist with annual budget creation and monitoring throughout the year.
•Act as a lead on the overall financial and audit process.
•Maintain and oversee issuing of credit cards and monthly reconciliations; including approval by Board Chair for CEO expenses.
•Develop and manage complex spreadsheets to track and manage projects, programs, and related reporting.
•Maintenance and execution of documentation and filing system of paper and electronic documents.
•Oversee and mentor other members of the administrative team in submitting and monitoring IT, VOIP, facility or related requests.
•Perform Human Resource activities as required, including, but not limited to: orientation, recruitment/onboarding administration, background checks, maintenance of personnel files, receiving, and managing time off requests, accrued balances and staffing absences.
•Manage HR time management system; including training and direction from the county, onboarding new staff, managing and approving time exceptions and scheduling, etc.

Other duties as assigned or required.

Qualifications

•A 2-year Community College Diploma/Certificate (Executive Office Administration, Business Administration, finance or similar). Bachelor’s degree considered an asset.
•Minimum 3-4 years of experience as an Executive Assistant to a managerial position in a demanding environment.
•Experience working directly with financials considered a strong asset.
•Government experience is an asset.
•Board Governance knowledge considered an asset.
•Proficient in Microsoft Office programs and other software.
•Must possess diplomacy, tact and effective communication skills at all times, both verbal and written.
•Must exhibit outstanding time management, superior organizational skills, and high attention to detail. Must be able to meet deadlines in a fast-paced quickly changing environment and respond well in high-pressure situations.
•Must develop and sustain a level of professionalism among staff and clientele with an emphasis on the highest level of confidentiality, must possess a strong sense of integrity, honesty and political acuity.
•Must have the ability to work independently and as part of a team.
•A valid Ontario driver’s license and use of a vehicle.

Work Location: In-person at our office (located in Sarnia, ON).

How to Apply

TO APPLY:
•Submit a resume AND cover letter outlining relevant experience and interest

We thank all applicants for their interest and wish to advise that only those candidates selected for an interview will be contacted.

The County of Lambton is an equal opportunity employer servicing our diverse communities. The County of Lambton is committed to providing accommodations for people with disabilities. If you require an accommodation, we will work with you to meet your needs. This information is available in an alternative format upon request, to accommodate individuals with a disability. Although we appreciate all applications, only those selected for an interview will be contacted.

Personal information required by this posting/advertisement is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act, 1990, CHAPTER M.56, as amended. The treatment, storage and handling of personal information is governed by the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, CHAPTER M.56, as amended and will be used in reviewing applications. Questions about this collection should be directed to the Corporate Manager, Human Resources,