Executive Administrative Assistant
As the administrative support to the Vice President, this position is accountable for coordinating the activities of the Vice-
President’s office. This position performs a wide variety of administrative support services, ranging from complex to routine, all of which contribute to the efficient and professional operation of the Office of the Vice President.
It is expected that the incumbent has a genuine appreciation for and understanding of protocol, discretion and professionalism, is able to accept and assume responsibility, and has the ability to interpret and make decisions in accordance with prescribed procedures and practices of the organization.
In order to provide effective and efficient services it is expected that the incumbent be flexible in terms of hours of work and maintains confidentiality, diplomacy and tact at all times.
RESPONSIBILITIES AND DUTIES :
Manages the Vice President’s calendar and prioritizing appointments.
Proactively creates and maintains effective workflow and communications to accomplish the work of the Vice President’s office which includes the handling of a variety of projects and tasks simultaneously.
Responds to phone, email and in person enquiries providing general information and referring enquiries to appropriate sources.
Prepares, gathers, and relays confidential information and material on a regular basis.
Organizes special events as required by the Vice President’s office which includes invitations, facilities, catering arrangements, and verifying facility contracts.
Completes and submits the Vice President expense
Makes travel arrangements for the Vice President as required, including booking flights, hotel accommodation, car rental, and providing directions.
Reviews, actions and distributes all incoming correspondence for the Vice President Office as well as manages all outgoing correspondence.
Completes special projects as assigned by the Vice President related to P&SM.
Performs duties for other management employees reporting to the Vice-President as required
Supports other administrative assistant when required such as answering calls.
Enters and processes all invoices received for payment within SAP.
Performs other related duties as assigned.
WORKING CONDITIONS : Office work
Possibility of periodic overtime, as needed
College diploma in Administration or an equivalent combination of education and experience
Minimum 5 years experience in an Executive Administrative role preferred
Strong organizational and interpersonal skills
Advanced computer skills, particularly in Microsoft Office, SAP familiarity would be an asset
Experienced in communicating and dealing with executive and senior management.
Excellent writing, spelling, grammar, editing and proofreading skills
DESIRED COMPETENCIES :
Ability to maintain confidentiality
Ability to successfully perform multiple tasks under pressure and strict deadlines
Ability to work independently.
CN is an employment equity employer and we encourage all qualified candidates to apply. We thank all applicants for their interest, however, only candidates under consideration will be contacted.
Please monitor your email on a regular basis, as communication is primarily made through email.