Job Description :
Are you looking for unlimited opportunities to develop and succeed? With work that challenges and makes a difference, within a flexible and supportive environment, we can help our customers achieve their dreams and aspirations.
Key Accountabilities :
Rapidly act to coordinate the staff and resources required so team may quickly respond to critical incidents :
Responsive calendar management for VP Technology, ASM which includes quickly clearing calendar and rescheduling meetings;
while balancing urgency and expectations of leaders’ colleagues
Coordinating space, staff, and resource requirements which may include : obtaining additional information / data, organizing meeting space, and ensuring the right staff are present at the right time
Managing high-volume intake through email, Skype, Teams, phone and other channels as necessary to triage incoming information and requests
Identify opportunities for improvement and develop new operational processes so ASM team is positioned to respond quickly and efficiently to incidents.
Assistant to VP Technology, ASM and AVP Technology, Service Delivery :
Complex calendar management, including scheduling of all meetings, conference room bookings, and Skype / video conferencing set-up as required;
Ensure leader has all necessary information for meetings, i.e. synthesize and prepare relevant documentation, coordinate agenda items, etc.
by compiling and proactively following up with meeting contacts;
Review incoming email; using judgment to assess urgency, to provide standard reply and escalate as required;
Anticipate issues and initiate appropriate action to ensure the most effective use of the leaders’ time;
Provide day to day executive administration support including telephone screening, drafting correspondence, preparing of presentations, etc;
Travel arrangements, including preparation of expense claims;
Manage department invoices, billing, and ASM team’s office management needs
Manage space planning for team members and access to required technology systems.
Keep current with new company policies and procedures, and act as an authority on common corporate systems and software for such activities as expense reimbursement, travel arrangements, new employee onboarding, etc.
Provide administrative support to AVP Technology, Service Delivery as required.
Provide back up support to other Canadian Segment Executive Assistants when required.
Data Analysis & Reporting support :
Work with ASM team leaders and experts to extract and collate data, interpreting and summarizing as needed to communicate clearly
Data often includes incident and problem management data, key performance indicators, key risk indicators, team accomplishments, resourcing data, etc.
Exercise complete discretion in the handling of sensitive data
Other duties may include event planning for ASM meetings, offsites and / or social events for team
Job Requirements :
Exceptionally strong organizational skills with demonstrated ability to deliver results in a fast-paced, dynamic environment
Highly effective at quickly reprioritizing tasks to focus on urgent items while also meeting longer, more strategic deadlines.
Flexible and adaptable to rapidly changing priorities and the ability to handle confidential information
Demonstrated ability to communicate ideas orally and in writing. Strong writing and editing skills;
Demonstrates initiative, ability to work independently, multi-task, be proactive and initiate action confidently with minimal supervision
Ability to manage work and projects with a high level of accuracy and attention to detail
High level of professionalism, good judgment and complete discretion in dealing with confidential situations
Strong analytical, research, problem solving, decision-making and conflict resolution skills.
Strong interpersonal skills with proven ability to influence and negotiate, to defuse, reconcile and remedy issues and create win-win solutions.
Proven ability to work as a team player
Positive attitude, strong work ethic
Works extremely well under pressure
Tech-savvy, comfortable dealing with technology issues when required
College / University degree or equivalent work experience
Decision Authorities :
Position requires independent time management and work prioritization and the handling of multiple tasks simultaneously with access to confidential and sensitive information and data.
Ability to make quick decisions to respond to urgent and sensitive situations requiring excellent time management and communication skills, poise and good business sense.
Working Condition : (If applicable, list the working condition in the terms of Travel Requirement, Physical Labor Requirement, Concentration Requirement and Visional Requirement)
Role will require working mainly in-office in Kitchener-Waterloo