Description:
Distinctions: Administrative focused with assumed lead for coordinating work processes, workflow and deadlines. Responsible for research and making recommendations on solutions to support initiatives. Coordinates and contributes to a program, database maintenance, communication standards or specialized small-scale projects. Provides guidance and assumes lead for delegating work assignments to meet deadlines and deliverables.
OPERATIONAL ACCOUNTABILITY
- Provide organized and proactive administrative support to the Director, Economic Development, and to a sectional or divisional team of professionals; including preparation, review, processing and distribution of correspondence, documentation, presentations and reports, and answering queries.
- Act as point of contact for administrative functions such as records management, asset management, space planning, time entry and accounting services.
- Complete accurate work within established timeframes and meet external deadlines under pressure.
SCHEDULE AND LOGISTICAL SUPPORT
- Coordinate and ensure daily itinerary is current, discuss priorities and maintain calendar, email, correspondence, and/or other related requests that require immediate attention on behalf of the Director in a timely and professional manner.
- Coordinate and organize local and international meeting requests, events, public/staff attendance, or other related requests; book and arrange conference rooms, IT resources, travel arrangements, conference registration, accommodation, and refreshments or as required in support of a smooth and efficient meeting by minimizing scheduling conflicts.
- Conduct preliminary research to establish benchmarks, identify profiles of businesses and contacts, gain insight on programs and processes, and provide relevant information to the Director.
- Manage and track timelines, limitation periods and deadlines
COMMUNICATION AND REPORTING
- Manage communications professionally with all internal and external stakeholders, including assistants acting on behalf of Executives/CEOs/Presidents of private and local/international companies and organizations to follow up on potential business partnerships, as well as communication with senior level government officials and their representatives.
- Prepare and create correspondence, briefing and summary notes, reports and presentations, ensuring completed materials accurately capture meeting notes and next steps, and meet established deadlines and confidentiality.
- Act as a communication channel for organizational notices and provide relevant information to staff to ensure effective communication of impending deadlines of assignments in a timely and efficient manner to meet goals and objectives as assigned by the Director.
CUSTOMER SERVICE
- Take inquiries from internal and external stakeholders, prioritize requests & respond accordingly.
- Provide prompt and professional service within service expectations
- Build and maintain a positive relationship with internal and external stakeholders, including representatives from international businesses, and foreign governments.
CONFIDENTIALITY
- Maintain confidentiality based on requirement to access, review, maintain and distribute sensitive divisional and organizational communication, materials and records
- Delegate and oversee documentation to support disciplinary, grievance and performance matters.
TEAMWORK AND COOPERATION
- Participate in planning, coordinating and implementing department events as requested.
- Work well within diverse groups to achieve common goals and objectives to improve efficiency.
- Demonstrate corporate values at all times.
- Participate as a member of cross-functional team.
- Provide support/backup as necessary.