Description
POSITION TYPE FULL-TIME
Under the direction of the Vice President, Operations, the Executive Assistant will provide high-level administrative support to the Business Unit leadership team by completing special projects, handling information requests, preparing and managing correspondence, presentations and briefing notes and scheduling meetings. The position will have a strategic focus on increasing the administrative effectiveness of the Business Unit using enabling technologies. The ideal candidate will be comfortable in a fast-paced and collaborative work environment, with a strong focus on innovating using available productivity and collaboration tools.
Responsibilities:
- Complete a broad variety of functions that facilitate the Vice-President's ability to effectively and efficiently lead the Business unit, including special projects, developing and producing complex documents, reports and presentations.
- Expedite matters of high priority and of a confidential nature on the Vice-President's behalf and direct items to the appropriate person to provide necessary action.
- Prepare and compose correspondence such as emails, memos and communications on behalf of leadership.
- Take the lead on proofreading and formatting all documents such as briefing notes, house books, letters and
- As the senior administrative team member; lead coordination of administrative resourcing and workflow management in support to the Business Unit's leadership team.
- Plan, collect and prepare information for meetings and events - supporting the business unit leadership activities including but not limited to coordinating management and business unit meetings.
- Act as a liaison with internal and external stakeholders to ensure accurate, timely delivery of reporting and other materials to ensure deadlines are met.
- Organize and update content in the Business Unit's Microsoft SharePoint Online site and support the effective use of personal/team digital productivity tools including Microsoft Office 365.
- Manage and coordinate an extremely active calendar including meetings, appointments, presentations, seminars and major
- Coordinate with other Assistants to ensure shared resources (supply rooms, copiers, printers, etc.) remain stocked and
- Maintain electronic filing systems and retaining accurate records of information.
- Reconcile VISA transactions and arrange for travel as required.
Qualifications:
- Minimum Grade 12 plus successful completion of an administrative diploma/certificate with a minimum of five years of office experience, two of which must have been spent supporting staff in senior positions, or an equivalent combination of education and experience.
- Forward looking thinker, who actively anticipates needs, seeks opportunities and proposes solutions.
- Demonstrated resourcefulness and resilience, utilizing collaboration as an effective approach to problem-solving.
- Demonstrated ability in maximizing the effectiveness of digital tools as they relate to the function of the position, including, but not limited to, Microsoft Office 365, Microsoft Sharepoint Online, and SAP.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to
- Exceptional interpersonal skills with demonstrated emotional intelligence navigating relationship building, and change
- Superior verbal and written communication skills.
- Demonstrated ability to handle sensitive or confidential information.
- Self-Starter; ability to work both independently and as part of a team.
Please send a cover letter and a resume to employerrep@abcentre.org.
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