Executive Assistant (Sudbury) - Jobs in Ontario

Job Description

Want to make a difference in your career Consider this opportunityThe Executive Assistant is primarily responsible for providing administrative support to the Vice President, Capacity, Access and Flow - North. As part of this role, the Executive Assistant supports the office of the executive, including planning and coordinating meetings, triaging requests coming into the office, and executing day-to-day office activities as they relate to administrative tasks.Here is what you will be doing:

• Acts as the frontline contact for internal/external calls and inquiries; triages and tracks requests as required
• Corresponds with the executive via email or in person to coordinate activities and process requests (i.e., information gathering, content clarification etc.)
• Manages calendars and schedules
• Coordinates travel and accommodation bookings as required
• Collects financial receipts for processing and manages confidential office files
• Inputs payroll requests bi-monthly
• Maintains documents and databases as required
• Provides coverage for reception as needed
• Provides ongoing trouble-shooting support for executives as it relates to minor technical queries Meeting Arrangement and Attendance
• Coordinates meetings, appointments and events as required; handles required meeting logistics
• Prepares basic meeting documents in coordination with the executive
• Attends meeting and takes minutes where needed
• Follows up on required activities and shares notes with attendees as required

Here is what you will need to be successful:Education and Experience

• Completion of a college diploma or bachelors degree, major in administrative studies, business administration, commerce, or recognized equivalent
• 5 - 10 years of related work experience is required, preferably in public sector/non-profit organization within a highly demanding work environment.
• Experience in providing all aspects of administrative support to senior management
• Advanced skills in MS Office (Word, Excel, PowerPoint), social media web platforms
• Knowledge of executive office protocols and administrative systems within a government environment
• Political acuity and effective stakeholder management skills.
• Skilled in managing work processes, adapting procedures, and providing optimal services
• Flexibility and an ability to work with tight timelines
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and external and internal stakeholders.
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Ability to speak and write in French preferred

Employment Type: Permanent Full TimeEmployment Location: Sudbury, North Region (currently virtual; subject to change)********Please Note: Due to a system update the posting end date on the site shows as 2022. This posting will close on Dec 29, 2021.************Note: As part of the initial recruitment screening process, Applicants must confirm that they are Fully Vaccinated against COVID-19. If Applicants are not Fully Vaccinated, they will be asked to identify any accommodation needs pursuant to a protected ground under the Code. If no such accommodation is identified, the Applicant will not be eligible to proceed through the recruitment process.Job Posting Close Date:December 29, 2022Quick Apply

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