Reporting to the Executive Vice President
Finance
Facilities
Capital Development & Chief Financial Officer
the Executive Assistant provides complete and confidential senior administrative support and effectively manages relationships with key stakeholders
including Board members
Executives
and other senior leaders across the organization. This position acts independently
always demonstrating discretion
sound judgement
and the ability to work in a fast-paced
challenging environment
regularly managing multiple time-sensitive tasks simultaneously
Understand and anticipate the Executive’s priorities to provide autonomous
advanced
and highly skilled executive support services Liaise with high-profile internal and external stakeholders on behalf of the Executive Manage and maintain confidential information
using tact
diplomacy
and discretion Provides administrative and project leadership for strategic priorities. Independently create
format and edit time-sensitive and confidential correspondence and other documentation (e.g. presentations
proposals
letters
spreadsheets) for a variety of high profile internal and external audiences Ensure efficient day-to-day operations of the Executive’s office; exercise superior judgment in proactively organizing the Executive’s calendar (e.g. coordinates and schedules meetings
conference calls
special events
etc.) involving internal and external senior management and executives with complex schedules Provide support for multiple Board Committee meetings and certain internal meetings by drafting agendas
preparing and distributing meeting packages
drafting minutes
managing virtual meetings and handling meeting logistics (e.g. boardroom booking
catering
zoom invitations) Work with the Board governance lead to ensure relevant Board committee materials from the Executive’s portfolio are accurately consolidated for Board packages Coordinate the creation
implementation
standardization
and refinement of all administrative processes Utilize up-to-date technology to ensure the most effective and efficient operation of the office Maintain financial records and expense claims
facilitate the timely execution of contracts
agreements
and invoices
etc. Promote a collaborative work environment and supports colleagues as needed Perform other relevant duties as required
Successful completion of a post-secondary diploma or certificate in a relevant discipline (e.g. business administration
legal assistant or law clerk) from a recognized educational institution A minimum of 7 years’ experience in a senior Executive Assistant or similar role Applicants with proven equivalent recent and related training and experience may be considered (e.g. Board governance support; experience reviewing
revising and drafting legal documents
including contracts
memoranda and correspondence under supervision
Proficient at using Microsoft Outlook
Word
Excel
PowerPoint and Adobe software Demonstrated initiative
with the ability to work in a complex
fast-paced and variable environment
requiring flexibility and frequent extended and/or varied work hours Proven experience coordinating executive and committee meetings and events
both in-person and virtual
including proficiency with virtual meeting technology (e.g. Zoom) Politically astute
with superior interpersonal and communication skills; recognized for the ability to demonstrate extreme discretion and diplomacy when handling confidential matters and materials at the executive level Sound judgment and sensitivity in assessing difficult situations; proactive and confident with the ability to develop
foster and maintain relationships at all levels High level of proficiency and accuracy in written communications
including technical writing and documentation management experience Exceptional organizational and time management skills with the proven ability to prioritize and manage competing demands Working knowledge of finance and accounting terminology Demonstrated satisfactory work performance and attendance history