Position Description
Reporting directly to the Vice President, manages the day-to-day activities of the 5 leaders in the Office of the CIO and provides executive support. The Executive Assistant serves as a prime point of contact for internal and external constituencies on all matters pertaining to these leaders. Key success for the role is to minimize or eliminate the time leaders spend on logistics, travel, scheduling, etc. i.e., activities outside of business value discussions.
Key Responsibilities
Agenda and meeting Management
Proactively maintain and manage the schedule of the 5 leaders in the Office of the CIO to optimize their time and efficiency
Coordinates agendas, and dispatches meeting invitations and agendas, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation
Prepares meeting agendas
Ensure that all meeting material is ready prior to each occurrence
Transcribes meeting minutes when applicable
Conduct New Employee Onboarding and Orientation
Communication
Assist the leaders in generating both internal and external communication via the appropriate channel (media type)
Prepare confidential correspondence and documentation
Manages phone calls, and prioritizes phone messages and mail and handles all phone calls/inquiries with professionalism
General Administration of all communication channels, documents and reports
Respond to communication requests promptly and professionally and deliver General Administrative Documents and Reports on time, with accuracy and thorough investigation
Phone, Mail & Email – filter incoming calls, mail and emails, and prepare appropriate responses/drafts, as required
Vacation reports – maintain a vacation list of all direct reporting employees if / when applicable
Coordinate all travel arrangements in a timely and cost-effective manner following policy guidelines
Prepare expense reports
Prepare monthly reports
Validate and process invoices for timely approval and payment
Consolidate, gather and integrate PowerPoint and presentations material as required
Translate documentation between English and French when required
Minimum Qualifications
6+ years of related experience
Critical Skills
High degree of flexibility, adaptability, confidentiality, discretion, diplomacy and tact
Ability to handle confidential information and exercise sound judgment is critical
Attention to detail – produces well-thought-out, professional correspondence free of grammatical and spelling errors
Exceptional time and task management with ability to work on multiple tasks with demanding timelines
Event planning experience (small events)
Strong organizational and time management skills are necessary to prioritize assignments and multi-task
Professional, calm demeanor and presentation, with strong interpersonal skills, along with excellent verbal and written communication skills
Strong sense of urgency
A collaborative and team-based approach to problem solving
Additional Skills
Communication
Bilingual (English and French; spoken and written) preferred
Strong listening skills
Communications with confidence and clearly
Client Service
Service oriented to assist our business partner as a top priority
Interacts professionally with all stakeholders at all times
Promptly responds to requests with accuracy and a courteous demeanor
Adaptability
Demonstrates flexibility in the face of change
Projects a positive demeanor regardless of changes in working conditions
Shows the ability to manage multiple conflicting priorities without loss of composure
Organization
Time Management – Determines the appropriate allocation of time
Space Management – Keeps a clean and organized office, appropriately handles paperwork, maintains control over the physical environment
Task Management – Can balance conflicting priorities and meet critical deadlines
Proactive anticipation of needs
Demonstrates the ability to foresee problems and prevent them by taking action
Utilizes analytical skills and a broad understanding of the business to effectively interpret needs
Broad Understanding of Business Concepts
Demonstrates an awareness of fundamental business principles as well as an understanding of the overall industry in which the business operates
Team player
Works as an active member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting group goals
Computer/Technical Skills
Displays proficiency with using standard Microsoft Windows and Office software
Comfortable to use information systems such as SAP Concur, WorkDay, Salesforce.com, etc. are an asset
Demonstrates proficiency by quickly adapting to new technology and acquiring new technical skills
Judgement
Exhibits sound judgement and the ability to make reasonable decisions in the absence of direction
Swiftly refers problems/issues to the appropriate person(s) when necessary
Works effectively without constant and direct supervision or guidance
Uses discretion and keeps information confidential
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