Executive Assistant, Chief Operating Officer's Office

Overview

The Executive Assistant is responsible for providing senior level administrative support to the Chief Operating Officer and Chief Corporate Services Office, exhibiting a high level of professionalism and confidentiality in the services provided. In addition to providing high-level administrative support, this role serves as a trusted partner to the executive team by coordinating projects, conducting research, preparing business materials, and supporting day-to-day operational initiatives. The Executive Assistant will liase with executive, senior leaders and staff in a discrete and professional manner. Collaborate with various departments and external parties on administrative matters.  Ensure efficient and high-quality service is provided.

Responsibilities

• Perform a wide variety of confidential administrative support functions to ensure seamless operations.
• Research and gather information to support business decisions, strategic initiatives, and operational priorities
• Prioritize and follow up on incoming issues and concerns, including confidential and sensitive matters.
• Determine appropriate course of action, referral, or response for incoming matters.
• Deal with complex and sometimes challenging calendar management and meeting support within a tight schedule to facilitate daily meetings and appointments.
• Anticipate needs in advance of meetings to ensure information is provided for preparation.
• Prepare meeting materials and coordinate agendas.
• Execute and assist with projects and special assignments by establishing objectives, balancing priorities, and managing timelines.
• Build positive relationships across the organization and with external stakeholders.
• Collaborate with internal stakeholders to achieve common goals, business objectives and efficiencies.
• Book travel arrangements, develop itinerary details for meetings, process and reconcile expenses for the Office.
• Prepare per diem submissions, verifying accuracy and approval before processing for payment.
• Track and maintain all corporate records in compliance with records management policies and procedures and for audit purposes. Use professional judgement to screen, prioritize and determine appropriate actions for incoming inquiries.
• Participate and elevate the effectiveness of business operations by participating in cross-functional teams to share and acquire information.
• Maintain confidential and sensitive information in a secure manner.
• Prepare divisional reports for business activities to reflect metric data, volume, usage, records management, or other statistical data for trend analysis.
• Effectively process and reconcile relevant expenses to meet corporate policies, financial and procurement guidelines.
• Demonstrate professionalism to maintain credibility, trust, and support with senior leadership and staff.

Qualifications

• Post-secondary diploma in Office Administration, Business, related discipline or equivalent.
• 3 years’ experience as an Executive Assistant in a professional work environment supporting C-level Executives in a related setting.
• Proficient knowledge of Microsoft Office (Word, Excel, PowerPoint), Teams and Boardbooks.
• Strong organizational and time management skills with attention to detail and demonstrated ability to provide high level of accuracy.
• Excellent interpersonal and communication skills (written and verbal).
• Demonstrates initiative and a willingness to take on new challenges