Executive Assistant / Office Manager
Canadian Manufacturers & Exporters - Vancouver, BC

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Our organization:
CME is Canada’s largest trade and industry association, representing over 10,000 companies nationally for businesses in all sectors of manufacturing and exporting coast to coast. As leaders of a coalition of manufacturers and exporters that contribute to 3 million jobs and 15% of GDP, CME members represent major businesses as well as Small and Medium Enterprises (SME), builders of our economy. Our focus is to promote business competitiveness through programs, services and advocacy to improve the success of Canadian manufacturers and exporters.

Summary:
The Executive Assistant / Office Manager leads the effective administration of the Division by working closely with the directors, managers, program coordinators and contractors. This position manages the operations, facilities and human resources, information and communication technology, administrative policies, procedures, controls and systems. In addition, the position manages the Vice President’s schedule of commitments, preparation of departmental related communications; handling of confidential information; analysis of information; and general support to help ensure the objectives and goals of the VP and the department are met.

Please see the job description for further details.

This competition will close Oct 25 (Your application must be in by 4pm) and interviews will take place Oct 30/31st.

This job is also posted on LinkedIn at http://www.linkedin.com/jobs2/view/9378827?trk=job_nov

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Specific duties include, but are not limited to:

Support to Vice-President

Acts as the primary contact person for the VP's Office for information and inquiries. This requires a detailed understanding of the structure of the portfolio and the functioning, nature and scope of the units within the portfolio.
Performs a stewardship role for the overall functioning and working environment of the office to help ensure goals and objectives are met. This includes providing input into senior management decisions with respect to goal setting objectives and strategies of the department. Also includes following up on assigned work within teams or projects managed by the VP.
Uses judgment and discretion to ensure the VP is fully prepared with all materials relevant to meetings, develops agendas and ensures follow-up actions are completed.
Evaluates the urgency and priority of items and requests as they come to the VP, handling them as appropriate; ensures that all requests are resolved or routed appropriately and expeditiously. Responsible for screening incoming materials, demonstrating a high level of understanding of issues for reply, or additional information, and prioritizing for the attention of the VP and others.
Assists in the analysis of this material for communication and decision-making purposes as required. Provides information and participates in solutions of potentially sensitive nature regarding human resources and other highly confidential matters.
Liaises with industry associations, government bodies and other constituents and other contacts to determine the requirement for meetings and drafting any necessary meeting notices. Manages the time and commitments of the VP; assessing requests for meetings to ensure they meet the VP's goals and objectives; exercising judgment as to the best use of the VP's time. This includes support to BC’s Manufacturing Coalition.
Manages the coordination of all weekly divisional planning and business development meetings, regular one-on-ones with staff, quarterly reviews and ad hoc strategic retreats.

Divisional / Office Operations

Manages the administrative support staff; plans, coordinates and delegates tasks to ensure smooth operations.
Manages Human Resources matters including planning, coordination, recruiting and execution of the hiring process, assisting in the drafting of job descriptions, employee orientation and set-up, completing necessary paperwork and coordinating team members. Also manages employee attendance.
Manages the Division’s adherence to provincial and federal lobbyist registries and compliance with policies and regular reporting.
Works with Finance Department at HQ to prepare monthly financial reports. Works with Membership, Program and Marketing teams to prepare monthly scorecards.
Leads processing of all financial transactions for the Division.
Drafts, reviews and support team members in the preparation and upkeep of contracts.
Provides author/editor and creative assistance in the preparation of department related communications, correspondence, presentations, financial and budget reports and spreadsheets.
Coordinates the physical space including office and equipment requirements for all staff. Oversees the procurement, maintenance, ergonomics, upgrading of furnishings, and equipment as required.
In 2014 will lead office lease renewal and/or office relocation project.
Manages all IT requirements and oversees coordination of hardware and software upgrades.
Creates, develops and implements internal policies and determines priorities, in conjunction with senior managers, and may delegate to support staff.

Board & Committees

Performs the Secretariat Function for the Board of Directors’ Meeting, as well as supervises other staff in supporting the secretariat work of the various board committees. This also includes directly managing and preparing the Board’s Executive Committee schedule and materials.
Prepares schedules, agendas, materials and reports for all Board meetings and ensures other staff do the same for Committee meetings.

Team / Administrative Support

Provides secondary support to the team when Coordinators are at capacity.
Supports the Membership team in reducing arrears and accounts payable.
Provides back-up support for reception as required.
Provides support to the delivery of events, sometimes outside of normal office hours.

Leadership

Must be a positive role model for other staff in the organization as well as present a consistent and positive image to members, stakeholders and government officials.

Special Projects

Takes on special projects as assigned from time to time, and is regularly called on to provide backup support/analysis for various projects.

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QUALIFICATIONS:

Education and Experience

Undergraduate degree in a relevant discipline, preferably in Business, Public Administration or Human Resources
Minimum of five years experience or the equivalent combination of education and experience
Relevant office management and administration experience
Experience with financial systems and supply management procedures
Proven human resource and supervisory/management skills including being a leader, able to motivate, organize and problem solve

Attributes, Skills and Abilities

Good understanding of the operation and structure of government and relevant trade organization and funding agencies.
Must exercise high degree of confidentiality, discretionary judgment, initiative and tact.
Must be able to work within very limited time constraints. Deadlines are tight and often require the incumbent to perform well under extreme pressure. Is required to respond well to unexpected circumstances and exercise independent judgment.
Ability to exercise sound judgment and initiative to reinforce a positive work environment for the entire Division.
Ability to work effectively in a team environment and motivate others.
Superior writing skills for business correspondence and reports.
Ability to communicate effectively verbally and in writing, and to integrate visual elements into communication vehicles such as presentations and reports.
Ability to develop policies.
Ability to prioritize and organize work effectively under pressure to meet deadlines.
Ability to maintain accuracy and attention to detail.
Ability to analyze problems, identify key information and issues, and effectively resolve.
Ability to effectively use Microsoft Office and CRM software

Additional

Ability to work outside customary business hours during periods leading up to and during major events.


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About this company
CME represent businesses in all sectors of manufacturing and exporting activity across Canada. Our mandate is to promote the competitiveness...