Executive Assistant
22h ago

Executive Assistant

Category : Administration Main location : Canada, Ontario, Ottawa Position ID : J0622-0570 Employment Type : Full Time

Position Description :

Security Clearance : NCR Reliability / Secret

Remote work / office, Metcalfe Street, Ottawa

We currently have an exciting opportunity to join CGI, a world-class IT company, for a permanent position in the National Capital Region (NCR) to provide Executive Assistant support to Executives of our Leadership team.

If you are looking for a growth opportunity that will effectively utilize your talents and allow you to contribute to a premier organization, we invite you to apply on-line.

The ideal candidate for this position will have a high level of energy, decorum and discretion that is second to none. You possess the "6th sense" that allows you to be two steps ahead at all times.

You will have experience in a fast-paced professional consulting environment supporting senior leadership and have a good understanding of both technical and business vocabulary.

You will be able to effectively navigate and manage complex and time-sensitive / urgent situations and have a tolerance for ambiguity.

You are adept at working effectively with a wide variety of people inside and outside the organization.

As the ideal candidate, you will have a positive and agile approach to keeping the environment organized and the team you support productive.

If you have a strong sense of professionalism, proven and concise communication and organizational skills and are looking for a highly rewarding career as an Executive Assistant at CGI, then we would be very interested in speaking with you.

Characteristics of the ideal candidate

  • Ability to maintain confidentiality and discretion in all matters, recognizing that you represent and are entrusted with the reputation of the organization’s leadership.
  • Highly motivated and committed to supporting Executives in achieving organizational goals, while maintaining the highest standard of quality.
  • Adept at balancing competing priorities in a way that ensures effective use of Executive’s time.
  • Confident and composed under pressure.
  • Sixth sense to anticipate needs.
  • Very confident to assume ownership of various projects and work diligently to see them through to completion.
  • Possess a strong sense of urgency, but not at the expense of quality.
  • Performs all duties autonomously and proactively.
  • A Master of the calendar.
  • Driven by achievement and always eager to learn new things.
  • Very strong written and verbal communication skills.
  • Open to embracing new opportunities and challenges as they arise.
  • Your future duties and responsibilities :

  • Provide confidential executive support to Executives.
  • Build a strong personal relationship with Executives to anticipate needs, manage time, act as a go-between and diplomat between the Executive, internal and external stakeholders;
  • keep a finger on the pulse of the team to ensure that the Executive is aware of important issues and developments.

  • Handle external requests with tremendous tact and diplomacy.
  • Assist with preparation of multi-media presentation material and collateral using MS PowerPoint, MS Word and MS Excel.
  • Proactive management of calendars, email and contact lists. Schedule appointments, screen calls, and correspondence; respond independently whenever possible.
  • Process / redirect incoming communication.

  • Track dates, deadlines and special events, issuing reminders regarding timing conflicts and specific requirements.
  • Prepare meeting documentation including agenda’s, support materials, and presentations.
  • Maintain files and SharePoint data.
  • Support the organization and planning of internal and external initiatives and events.
  • Work with senior leadership to obtain approvals and signatures.
  • Manage expense reports. Track expenses, verify, reconcile and prepare reports.
  • Arrange complex and detailed travel plans and itineraries.
  • Organize and coordinate in-person and virtual 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 in-person and virtual programs, events or conferences by coordinating facilities, invitations, speakers, and negotiating rates.
  • Monitor expenses and facilitate the flow of events.

  • Develop, implement and oversee post-event online surveys, manage all related communications.
  • Manage vacation schedules and timesheets for Executives’ direct reports.
  • Maintain inventory of promotional materials, new hire give-aways, etc.
  • Conduct research, compile information and collect metrics from various sources to produce draft reports, documents and presentations.
  • Be an active member of NCR committees and assist with team building initiatives and provide continued overall support for organization culture and employee morale.
  • Participate in special project assignments on an as-required basis.
  • Required qualifications to be successful in this role :

  • Minimum 5 years senior executive-level administrative support experience in a large professional organization.
  • Resourceful and intuitive self-starter, able to thrive in a fast-paced, dynamic setting and enjoy multi-tasking in a technical and administrative environment.
  • Extremely pro-active, with an energetic and professional demeanor and high sense of urgency.
  • Proven achiever and polished professional.
  • Resourceful, with the ability to prioritize, multi-task and meet deadlines with minimal supervision.
  • High level of professionalism, customer service, energy, speed and accuracy.
  • Independent judgement, absolute discretion and diplomacy.
  • Confidential, dedicated and punctual.
  • Ability to obtain a Government of Canada security clearance of Level 1 (Enhanced Reliability Clearance ERC).
  • Skills that would be required for the role :

  • Excellent communication skills (verbal and written); French language would be an asset
  • Advanced planning and organization skills
  • Professional corporate image combined with strong interpersonal skills
  • Technical Skills required for the role :

  • Advanced MS Word
  • Advanced MS PowerPoint
  • Advanced MS Excel
  • Project Management
  • Calendar Management
  • Meeting and Event Planning / Management
  • Presentation Preparation / Co-ordination
  • Skills :

  • Project Management
  • Communication (Oral / Written)
  • Microsoft Excel
  • Microsoft PowerPoint
  • Microsoft Word
  • Motivating
  • What you can expect from us :

    Insights you can act on

    While technology is at the heart of our clients’ digital transformation, we understand that people are at the heart of business success.

    When you join CGI, you become a trusted advisor, collaborating with colleagues and clients to bring forward actionable insights that deliver meaningful and sustainable outcomes.

    We call our employees "members" because they are CGI shareholders and owners and owners who enjoy working and growing together to build a company we are proud of.

    This has been our Dream since 1976, and it has brought us to where we are today one of the world’s largest independent providers of IT and business consulting services.

    At CGI, we recognize the richness that diversity brings. We strive to create a work culture where all belong and collaborate with clients in building more inclusive communities.

    As an equal-opportunity employer, we want to empower all our members to succeed and grow. If you require an accommodation at any point during the recruitment process, please let us know. We will be happy to assist.

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