Executive Assistant - VP Supply Chain, Canada
Ottawa, ON, CA
4d ago

Role :

The Executive Assistant will organize and manage administrative activities for the designated Executive(s) at the Corporate / Regional level.

Responsibilities include; calendar and meeting coordination, travel planning, communications, presentation development, event management, promotional activities, and organizing activities.

Role Responsibilities :

  • Manage calendars, email and contact lists. Schedule appointments, screen calls, and correspondence; respond independently whenever possible.
  • Process / redirect incoming communication. Prepare packages.

  • Track dates, deadlines and special events, issuing reminders regarding timing conflicts and specific requirements.
  • Prepare meeting documentation including agenda’s, support materials, presentations.
  • Prepare PowerPoint presentations. Create advanced documents, professional emails and letters.
  • Maintain files and SharePoint data.
  • Support the organization and planning of internal and external initiatives and events.
  • Process invoices and manage expense reports. Track expenses, verify, reconcile and prepare reports.
  • Arrange complex and detailed travel plans and itineraries.
  • Organize and coordinate meetings, including setup of conference calls / video equipment. Issue invitations, coordinate agenda, facilitate communication and prepare materials.
  • Record, compile and distribute meeting minutes and monitor for follow-up.
  • Arrange programs, events or conferences by coordinating facilities, invitations, speakers, and negotiating rates. Monitor expenses and facilitate the flow of events.
  • Manage vacation schedules and timesheets for Executives’ direct reports.
  • Maintain inventory of promotional materials, general office supplies and equipment.
  • Manage phone plans, email accounts, and system access (IT forms) for department. Provide support on technical procedures and equipment.
  • Conduct research, compile information and collect metrics from various sources to produce draft reports, documents and presentations.
  • Front reception coverage for breaks and vacation.
  • Is willing to work safely with minimal environmental impact and understands the importance of reporting all hazards, incidents, and environmental spills immediately to their Supervisor.
  • Understands that they play an integral role in their own safety and that of their colleagues and is willing to speak out when hazards are present
  • Perform other duties as assigned.
  • Qualifications / Skills / Job Requirements :

  • Minimum of 5+ years in an administrative support role at least 3 of which are supporting at an executive level.
  • Post-secondary education preferred, in office administration, business or related field.
  • Maintain confidentiality and professionalism at all times.
  • Advanced skills in Microsoft Word, PowerPoint, Excel, and SharePoint.
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