Executive Assistant (4 Month Contract)

at  Metro Inc

Position Title: Executive Assistant (4 Month Contract)
Requisition ID: 37538
Career Group (ADSP): Administrative
Division: Human Resources (01000177)
Department: Human Resources
Work Location: METRO ON - 5559 DUNDAS STREET W (#A-DUND)
Province: Canada : Ontario
Position Type: Temporary

SUMMARY:

The primary purpose of this role is to provide quality and confidential assistance to the Vice-President, Human Resources and Health & Safety and the Senior Director, Labour Relations in the day to day support of their positions and by being a resource to the overall Human Resources Department. The incumbent is required to ensure a high level of confidentiality and professionalism in the execution of their responsibilities and exceptional service to our internal and external customers.

QUALIFICATIONS:

• College diploma with 5 - 7 years of related work experience

• Intermediate computer skills and knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint) and SAP

• Flexibility to handle ad hoc project work
• Ability to work compatibly with management and administrative personnel throughout the company
• Strong organizational capabilities, sense of urgency with an ability to prioritize work daily while providing accurate and quality work at all times.
• Professional level of verbal and written communication and interpersonal skills
• Above average keyboarding skills (accuracy and speed)
• General knowledge of store operations and administrative roles in the organization is an asset.

SPECIFIC RESPONSIBILITIES:

• Provide administrative support to the Vice President, Human Resources and Health & Safety and the Senior Director, Labour Relations and support as required for the overall HR and Labour Relations departments.
• Proactively manage and address inquiries and distribute mail.
• Manage calendars, appointments, meetings and all matters pertaining to the schedules, as required. Make necessary arrangements for internal and external meetings including room reservations, refreshments and audio/visual equipment.
• Maintain confidentiality in the preparation of various HR or LR proposals and correspondence.
• Manage the Company Bereavement program, including notices and ordering of flowers and donations.
• Administer and manage various daily, weekly, monthly or annual programs such as postings, service recognition programs and the annual service recognition event.
• Administer the quarterly store recognition program including the responsibility for the budget, invoices and communication.
• Maintain accurate files and employee profiles for senior management.
• Receive incoming unionized employee request forms from stores and update Collective Bargaining Agreement lists accordingly.
• Update each Collective Agreement, including preparing all correspondence and documentation pertaining to the negotiation and administration of each Collective Agreement.
• Input contract comparison changes and information as required.
• Manage, under direction, leave of absence requests received from applicable union(s), securing approval and preparing related correspondence and internal tracking information.
• Prepare the external counsel billing summary and Arbitrator billing.
• Responsible for the administration of the SAP weekly payroll process for a specific group in the department.
• Responsible for department supply orders.
• Update and prepare, as required, travel log information and expense reports.
• Administer and track all invoices, budget information and all miscellaneous follow-up files.
• Set up meetings, arrange airline tickets, hotels and transportation as required.