Administrative Assistant

Description:

• Manage and responsible for the provision of administrative services relative to communications, project coordination and records management. Prepare correspondence and submissions, including reports, forms, and memorandums.
• Arrange meetings with internal staff, senior management, external groups and service providers as required.
• Conduct research and data gathering activities to obtain required information from internal and external sources, preparing and assembling materials.
• Inform senior management of topics, and issues to be discussed as required.
• Perform a liaison function between a supervisor and other senior management, including the executive office, to coordinate various activities and projects such as business planning, budget preparation, performance measurement and reporting, etc.
• Coordinate and be responsible for all domestic and overseas travel, transportation and accommodation arrangements, including personal itinerary, provision of foreign currency, etc.
• Coordinate and participate with supervisor in setting priorities, scheduling work projects, advising on the status of work, target dates, scheduling meetings and the scheduling impact of new or pending assignments.
• Arrange and handle requests for meetings, speaking engagements, media interviews, conferences, etc., recognizing sensitivity and confidentiality in relation to primary contacts, importance attention availability, etc.
• Maintain calendar, coordinating requests for supervisors times with that of internal staff, senior management, external groups and service providers.
• Manage the administrative responsibilities associated with supervisor's membership on external boards, committees and agencies, including coordinating supervisor's schedule with those of external groups and individuals.
• Control all incoming and outgoing mail, telephone calls, and interface with contacts.
• Determine the issue and priority of response.
• Re-route direct enquiries or communications as necessary to appropriate staff within the company.
• Within the general context of job responsibilities, make suggestions regarding improved administrative efficiency and develop and recommend various administrative procedures.
• Coordinate and be responsible for all submission to the Management Committee, The Board of Directors and various board committees, for the Business Unit.
• Maintain tracking systems to ensure deadlines are met.
• Coordinate Business Units initiatives submission.
• Coordinate appointment schedule and travel requirements.

Selection Criteria:

• This position requires someone with 5-7+ years of experience supporting senior level executives.
• Familiarity with financial terminology and processes would be a strong asset.
• Related post-secondary education.
• Advanced proficiency in Microsoft Office applications and knowledge of SharePoint, as well as SAP.
• Exceptional written and verbal communication skills, a critical thinker with the ability to exercise sound judgment, confidentiality, discretion, and integrity at all times.
• Ability to present with exceptional professionalism and diplomacy.
• Excellent time management skills to assist with productive management of the SVP’s time.
• Flexibility and ability to recognize and identify constantly shifting priorities and deadlines.
• Detail oriented, analytical with ability to problem-solve.
• Highly motivated self-starter who is proactive at taking initiatives, identifying issues and making recommendations as solutions to problems.