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Executive Assistant, Career Opportunity in Ottawa, Ontario

Job description

Responsibilities:

  • Makes independent decisions regarding planning, organizing, and scheduling of work.
  • Researches, prioritizes, and follows up on business matters and concerns addressed to the VP, including those of a sensitive or confidential nature; determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the VP's Office, members of the Board of Directors and Committees, and internal/external stakeholders, demonstrating leadership to maintain credibility, trust and support with senior management staff and other colleagues.
  • Compiles, reviews and analyzes data or information that supports departmental activities, meeting deadlines.
  • Maintains the VP's calendar ensuring effective prioritization and preparation of required information while working collaboratively with key internal/external stakeholders.
  • Prepares documentation and correspondence, agendas and reports and gathers background materials.
  • Prepares meeting packages, attends and records proceedings, prepares and distributes minutes, communicates committee decisions, and initiates and/or completes any required follow up.
  • Coordinates travel for the VP including air and hotel arrangements, ground transportation and preparation of materials for meetings (i.e. presentations, documentation, logistics, etc).
  • Maintains records systems both digital and paper.
  • Prepares and reviews expense reports and reconciliations.
  • Supports departmental budget activities.
  • Provides administrative support to the senior manager team as required, including event management and administrative duties.
  • Undertakes special project assignments as required.
  • Interacts frequently with the leadership team to obtain and provide confidential information.
  • Interacts with members of the Board of Directors and Committees.
  • Interacts with the cross functional team and senior level external stakeholders.

Qualifications:

  • Post-secondary education in relevant field or equivalent education and experience.
  • Minimum of 3 years relevant experience in an executive assistant capacity in a fast-paced office setting.
  • Experience working in a Human Resource environment an asset.
  • Knowledge of HR procedures and practices an asset.
  • Experience working in a health care environment is preferred.
  • Demonstrated experience writing reports, correspondences and other communication pieces.
  • Strong proficiency in Windows OS, MS Office Suite programs and Adobe Acrobat.
  • Strong aptitude to learn and use computer applications and software as required.
  • Excellent interpersonal skills.
  • Ability to maintain a consistent professional manner with both internal staff and external stakeholders and to maintain confidentiality at all times.
  • High level of accuracy and attention to detail.
  • Strong problem-solving skills.
  • Strong organizational skills with an ability to prioritize, multi-task and handle competing deadlines.
  • Demonstrated ability to work both independently and as a team member to achieve desired results.
  • Strong work ethic, reliable and self-directed.
  • Able and willing to embrace change and effectively manage stresses of a busy office environment.
  • Excellent oral and written communication, interpersonal and organizational skills
  • Ability to follow directions appropriately.
  • Ability to remain focused and detailed oriented while maintain a high level of detail
  • A current and original copy of a satisfactory Criminal Records Check is required upon the start of your employment
  • A Vulnerable Sector Search and/or Child Abuse Registry Check may be required
  • Ability to speak French is an asset in French Designated areas
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