Administrative Assistant

POSITION TYPE  TERM (6 Month), FULL-TIME

Position Overview:

Reporting to the Director, Energy Service Advice and Products, the Administrative Assistant provides comprehensive administrative support and ensures the effective flow and control of information within the ESAP Division. The position also provides administrative support to other Directors within Customer Solutions and Experience. The role involves regular interaction with staff at all levels of the organization, external stakeholders, and the handling of sensitive and confidential information requiring a high level of professionalism, discretion, and sound judgment. This is a term opportunity for a period of approximately six months.

Responsibilities:

• Provide advanced administrative support to the Director, Energy Service Advice and Products, other Directors within the CS&E Business Unit and on occasion respond on the Director's behalf.
• Act as a primary point of contact for Directors and senior divisional staff, managing inquiries and coordinating timely responses with appropriate internal stakeholders.
• Expedite matters of high priority and a confidential nature for Directors and senior staff, exercising sound judgment in scrutinizing and redirecting items to ensure timely action.
• Manage the flow of information through the Director's office, including screening and monitoring incoming and outgoing correspondence, flagging urgent matters, and tracking deadlines and follow-ups.
• Draft, edit, proofread, and format high-quality documents including briefing notes, reports, recommendations, presentations, and correspondence.
• Conduct research, compile data, and prepare reports, summaries, and supporting analysis to inform divisional decision-making.
• Coordinate meetings, seminars, town halls, conferences, and events, including agenda preparation, minutes, recordings, room bookings, refreshments, and travel arrangements.
• Prepare and circulate divisional communications and coordinate input into regular reports such as quarterly business plan updates.
• Establish and maintain effective filing and records management systems, including abeyance and follow-up tracking to ensure required actions are completed.
• Develop, create, maintain, and update Power BI dashboards and related reporting tools to track performance metrics, priorities, and key divisional initiatives, ensuring information is accurate and current.
• Reconcile account and corporate credit card expenditures, manage cost-center administration, and coordinate ordering of office supplies.
• Maintain strong working relationships with executive offices and external contacts; remain current on digital office tools (e.g., Microsoft 365, Teams, SharePoint, Power BI); support leaders with setup and troubleshooting; and contribute positively to team effectiveness and continuous improvement.

Qualifications:

• Minimum Grade 12 plus successful completion of business/administrative courses and three years of related experience;

OR

• Grade 12 plus four years of related experience.
• Highly developed administrative and communication skills, including the ability to draft, edit, proofread, and format complex documents such as briefing notes, reports, presentations, and correspondence with a high degree of accuracy and
• Demonstrated proficiency in Microsoft 365 applications (including Outlook, Teams, SharePoint, PowerPoint, Excel) and experience creating and updating Power BI dashboards and reports; working knowledge of SAP, HRMS, and other enterprise systems, with the ability and willingness to learn new technologies as required.
• Demonstrated high degree of initiative, maturity, judgment, and integrity, with the ability to work independently, proactively anticipate needs, and collaborate effectively within a team environment.
• Proven ability to handle sensitive, confidential, and time-sensitive information with discretion, sound judgment, and adherence to corporate privacy and security requirements.
• Strong organizational and time management skills, with the ability to plan and prioritize workload, manage competing demands, meet tight deadlines, and perform effectively in a fast-paced environment.
• Demonstrated ability to respond to inquiries in a tactful, diplomatic, and professional manner when interacting with internal staff, customers, external stakeholders, and executives.
• Strong understanding of corporate policies, procedures, governance structures, organizational objectives, and administrative practices as they relate to executive and divisional operations.
• Thorough knowledge of advanced office procedures and practices, including executive-level scheduling, records management, meeting coordination, reporting support, and continuous improvement of administrative processes.

Please send a cover letter and a resume to employerrep@abcentre.org.

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