AAG-P1-10

Job Title: Executive Assistant
Department: Administration
Reports To: Vice President, General Manager, Canada
Job Purpose
This role provides regular, ongoing administrative support to the assigned executive(s). The Executive Assistant also offers additional departmental support, as well as assistance to other members of the executive and senior management teams on an as-needed basis.

Key Responsibilities

• Provides day-to-day administrative support to executives and senior management: This includes managing calendars, arranging agendas, meeting times, and rooms, taking meeting notes/minutes, and coordinating travel arrangements. The role also involves preparing and submitting expense reports, partnering with Finance to manage cost center budgets, acting as a liaison between the executive, management teams/clients, and colleagues, and preparing presentations.
• Organizes and manages all on-site and off-site meetings and events: This includes planning all event elements such as inviting guests, booking venues, coordinating transportation, and developing agendas. The Executive Assistant manages event logistics and technology, attends meetings to ensure they remain on topic and on time, and negotiates costs with venues to ensure cost efficiencies and staying within budget.
• Attends administrative team meetings and provides backup support to peers: This person provides inter-departmental administrative support to cover for expected and unexpected leaves. Other duties include managing the purchase order (PO) function for department(s), tracking PO status in Excel to monitor payments, liaising with finance business partners, working with Accounts Payable to ensure timely payments, providing weekly budget updates to department leaders, and new employee on-boarding.
• Provides administrative support for broad corporate projects: At the request of the executive(s), the Executive Assistant provides support and assistance to projects that have a broad corporate scope and/or sensitive elements.

Qualifications

• Education: A post-secondary diploma is required. A college diploma in Office Administration – Executive is preferred.
• Experience: A minimum of 3+ years in administrative support is required. 5+ years of administrative support working in a department is preferred.
• Knowledge and Skills:
• Oral and written interpersonal and communication skills.
• Basic knowledge of email and calendar management, word processing, and spreadsheets.
• Ability to adapt to change and ambiguity with confidence.
• Event planning and coordination experience.
• Ability to solve problems with a sense of urgency.
• Ability to maintain a high degree of confidentiality.
• Ability to network with all levels and demonstrate leadership skills and a collaborative spirit cross-functionally.
• Time management skills.

Communication & Working Relationships

• Department members: Direct written, verbal, and electronic communication and requests (Internal).
• Vendors: Direct verbal and electronic communication for purchase order and invoice inquiries (External).
• Senior Management & ELT: Direct written, verbal, and electronic communication and requests (Internal).
• Support Staff: Direct written, verbal, and electronic communication and requests (Internal).

Reporting Relationships

• Direct Reports: 0
• Indirect Reports: 0
• Titles of Direct Reports: N/A

Working Conditions
The role is in a typical office environment. Occasional travel (less than 5%) may be required

• Provides day-to-day administrative support to executives and senior management: This includes managing calendars, arranging agendas, meeting times, and rooms, taking meeting notes/minutes, and coordinating travel arrangements. The role also involves preparing and submitting expense reports, partnering with Finance to manage cost center budgets, acting as a liaison between the executive, management teams/clients, and colleagues, and preparing presentations.
• Organizes and manages all on-site and off-site meetings and events: This includes planning all event elements such as inviting guests, booking venues, coordinating transportation, and developing agendas. The Executive Assistant manages event logistics and technology, attends meetings to ensure they remain on topic and on time, and negotiates costs with venues to ensure cost efficiencies and staying within budget.
• Attends administrative team meetings and provides backup support to peers: This person provides inter-departmental administrative support to cover for expected and unexpected leaves. Other duties include managing the purchase order (PO) function for department(s), tracking PO status in Excel to monitor payments, liaising with finance business partners, working with Accounts Payable to ensure timely payments, providing weekly budget updates to department leaders, and new employee on-boarding.
• Provides administrative support for broad corporate projects: At the request of the executive(s), the Executive Assistant provides support and assistance to projects that have a broad corporate scope and/or sensitive elements