Administrative Assistant

Description:

Accountabilities:

• Manage and be responsible for the provision of administrative services relative to communications, project coordination and records management.
• Prepare correspondence and submissions, including reports, forms, memos processed.
• Arrange meetings with internal staff, senior management, external groups and government 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, cash advances, 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 managements, external groups and government agencies
• 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 genera; context of job responsibilities, make suggestions regarding improved administrative efficiency and develop and recommend various administrative procedures.
• Coordinate and be responsible for all submissions 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 unit’s initiatives submission.