Description:
Are you an experienced Senior Executive Assistant with a flair for providing administrative support to senior leaders? If so, we are looking for an Executive Assistant within the People & Culture Division to provide executive administrative support to the Global Business Partner team such as: building and editing presentations and documents; coordinating multiple calendars; planning meetings; making conference and international travel itineraries; coordinating budget information; planning team activities and events. This position will function with minimal supervision and requires a high degree of independence, tact, initiative, discretion and discernment.
Who You’ll Work With
You will report to the Managing Director, Business Partner – Technology & Finance and provide support to the Global Business Partner team as well as a team of Sr EAs across P&C and the organization.
What You’ll Do
- Actively handle, schedule and co-ordinate the work and workday; identify and indicate items requiring urgent action and prioritizing other matters, including material preparation.
- Act as liaison between MD, Business Partners and partners at all levels both within and outside of OTPP.
- Respond to external and internal enquiries effectively using tact, diplomacy and judgment.
- Develop, edit, and finalize documents and presentation materials for review; often on short notice.
- Coordinate complex international travel itineraries as required
- Work in collaboration with other administrators in department to ensure consistency in process
- Plan meetings and events; including budget management, site selection and catering.
- Actively manage multiple calendars, using knowledge of organizational and divisional timelines and priorities to effectively manage demand for time.
- Actively manage budgets and process invoices for MD, Business Partners and provide regular reporting as needed.
- Perform other duties as assigned
What You'll Need
- A minimum of 10 years of administrative assistance support
- Degree in a related field an asset
- Excellent MS Office Skills: Word, Excel and PowerPoint
- Passion for technology and openness to learn and evolve processes using enterprise tools (e.g. CoPilot etc.)
- Ability to identify and prioritize items requiring immediate action, along with any pertinent information to facilitate decision-making
- Strong customer-service orientation; a flexible and willing ‘can do’ attitude
- Ability to be diplomatic, tactful and use discretion in all situations with all levels of business partners
- Proven ability to work independently on multiple tasks while demonstrating initiative.
- Demonstrated good judgment and creative analytical skills
- Ability to maintain confidentiality at all times on a wide range of issues
- Experience in an HR administrative capacity is an asset
- Experience in managing a senior executive’s calendar using knowledge of organizational and divisional priorities to effectively manage demand for time
- Excellent time-management, interpersonal skills and ability to handle multiple tasks in a dynamic environment
- Willingness to provide support outside of regular business hours when necessary.