Executive Admin. Assistant (1 year contract)
Electrical Safety Authority
Mississauga, ON, Canada
6d ago

GeneralAccountabilities

  • Coordinatethe overall administrative services operation for the President and otherdesignated Executives of the Company.
  • Provideadministrative, clerical and secretarial services pertinent to communications,project coordination and records management.
  • Prepare correspondence, take Minutes of meetings, and prepare draftcommunications, presentation material, and organization charts, usingsubmissions, general guidance or direction to meet requirements.
  • Maintaincalendars for meetings and appointments.Prioritize appointments and meetings to meet schedules.Screen calls and visitors.
  • Redirect to other Company officials orsubject expert personnel as appropriate.

    Makeall arrangements for managerial meetings involving either, senior management,company staff, government officials, external clients or customers.

    Performresearch and data gathering activities to acquire information for meeting orother managerial needs.

    Prepare andassemble information materials to meet requirements for presentations, Board orcommittee meetings.

    Provide coordination services ofscheduling, follow up or enquiries on priority projects, response results,acquiring of special needs, etc.

    related to such as strategic planning orspecial project activities, performance measurement and reporting requirements.

    Participate with management insetting priorities, scheduling for work projects, informing on the status ofwork, target dates, scheduling of meetings and impact of new or conflictingassignments or events.

    Prepare all necessary travel andaccommodation arrangements.Obtainrequired travel documents for Management, Board or Committee members.

    Provide coordination services forSpecial events, which include the Annual General Meeting, Strategic PlanningSessions and require monitoring of budget allowance.

    Within the general context of jobresponsibilities make suggestions on office operation improvements that maylead to efficiencies keep up to date on current topics or events that mayhave impact on the business discuss with Supervisor or others as appropriate.

  • Provide facility management,planning and coordination service including administering contracts, monitoringequipment, furniture inventory, ensuring effectiveness of workplaceenvironments and health and safety compliance.
  • Coordinate, plan and oversee theimplementation of renovations and installations, ensuring required permits arein place, scheduling work, procuring contract staff as needed, managingbuilding / site access and security and ensuring minimal disruption to tenantsand exterior clients.
  • Develop project budgets for Management review / approval,source competitive quotes, manage costs and monitor budgets for suchprojects.

    Meet with designers, contractors, municipal and MOLrepresentatives, as required. Communicate project progress and milestones withall stakeholders.

    Maintainand follow facility and health and safety related documents for procedures,protocols and legislation.

    Ensure contractors arefully aware of procedures and meet all legislated and ESA requirements. Monitorwork environment and activities for compliance with policies and procedures,Health & Safety regulations and relevant legislation.

    Identify areasfor policy and workplace / operations improvements. Arrange and report on itemsfor action with Management, union and Health and Safety representatives.

    Perform other duties as required.

    Education :

    Requiresknowledge of office management and business subjects including accounting,records management, communications, budget processes, and modern computerapplications appropriate to the office of Senior Management.

    Thisknowledge is considered to be normally acquired either through the successfulcompletion of Grade XII in a Secondary school plus additional short specializedtraining courses or by having the equivalent.

    Experience :

    Requiresoffice experience to gain a practical understanding of the various processesand procedures pertinent to a modern business operation including the computerapplications appropriate to administrative services.

    Requires progressive experience, gainingknowledge of the business processes related to budgeting, communicationtechniques, office management, pay and expense reports, business organization,travel and accommodation, space and facilities planning.

    Requires a level of experience to understandthe structure of the Senior office and the sensitivities of communications andcontacts.

    A period of over 3 years up to and including4 years is considered necessary to gain this experience.

    Additional Information

    We thank you for your interest in ESA and Electrical Safety.

    If your application is selected for further processing you will be notified by email.

    Please be advised that in relation to all job postings on this webpage, accommodation for persons with disabilities is available throughout the recruitment process upon request in accordance with requirements under the Human Rights Code and the Accessibility for Ontarians with Disabilities Act.

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