We have an opening in the Senior Administration team for the position of Executive Office Coordinator. This management position reports to the Chief Executive Officer and provides confidential administrative support to the CEO, Corporate Secretary and other executives as required. This position requires someone who can interact with Board members and senior executives of other companies, but is also willing to roll up their sleeves to perform detailed as well as other administrative tasks necessary for the CEO and CEO’s office. Accuracy and professionalism is key and very important to this position. This person will be the initial contact for many into the organization and it is important that they are cognizant of that and project a positive, professional image for the organization. As the CEO’s right hand person, the executive office coordinator must ensure professionalism, thoughtfulness and accuracy in all that they do.
The successful candidate will have the following qualifications:
*Minimum 10 years’ executive assistant experience or a combination of training and experience
*Community college business diploma or Grade 12 with additional courses and equivalent experience
*Strong computer skills (word processing, presentations, spreadsheets). High degree of proficiency with Microsoft Office.
*Experienced accurate typist, minimum 75 wpm, and minute taker at Board meetings.
*Well-developed communication skills (written and verbal) with the ability to take the initiative and respond intuitively in an appropriate and timely manner.
*Excellent project co-ordination skills - Using logic and reasoning to identify and analyze the strengths and weaknesses of alternative solutions, conclusions or approaches to problems, and be cognizant of the results and impacts before acting.
*Organizational skills, accuracy and attention to detail.
*Ability to exercise considerable initiative, judgment, tact and diplomacy
*Personable, with the ability to build relationships and work with internal and external contacts, including the Mayor, senior City staff, Board members and others
*Demonstrates company values at all times, in particular, safety, respect and ethics.
*Ability to maintain composure, multi-task and prioritize under pressure
*Adaptable and flexible to meeting changing work requirements, as needed.
*Ability to work unusual hours as required
*Ability to positively influence others without having direct authority over them
The main duties and responsibilities of this position include:
*Prioritize and direct CEO’s incoming communications; respond as required, verbally or in writing, to routine inquiries.
*Maintain work schedules and calendars of CEO
*Prepare travel schedules, book travel arrangements, and make reservations for CEO
*Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling and make edits as necessary.
*Complete expense reports, pay invoices, and other related duties.
*Prepare agendas and make arrangements for CEO’s internal and external meetings. Take minutes of meetings and distribute as necessary
*Conduct research, compile data and prepare papers for consideration and presentation by CEO. Prepare reports, memos, letters, cheque requisitions and other documents using word processing, spreadsheet and/or presentation software.
*Work closely with the Corporate Secretary on Board meeting requirements including the preparation of complex meeting schedules and compensation reports. Attend meetings of the Governance Committee and backs up the Corporate Secretary, as minute taker at meetings, during periods of absence.
*Coordinate offsite events for Board and Senior Team. Attend such events and work closely with the facilitator on arrangements and production of high quality reports and notes.
*Lead and assign work to other Executive Assistants. Work in a collaborative team environment with other Executive Assistants, coordinating and keeping each other informed of items each need to be aware of to deliver seamless services to Management and the Board, and providing back-up for each other, as required. Assign overflow work to other Executive Assistants when necessary, ensuring balanced workloads. Coordinate cover off for the executive area and, when appropriate, coordinate Admin Team attendance at offsite events, conferences, workshops, etc. Mentor, train and oversee the work of less experienced Executive Assistants, to ensure they meet company standards.
*Maintain Document Management in the Executive Area. Assist in the management and maintenance of the corporate records management system, including classification, storage and retrieval of corporate and confidential records and maintenance of the retention bylaw. Provide ongoing advice, guidance and training to employees throughout the organization regarding records related issues.
*Provide confidential administrative support to other executives as needed, coordinate travel arrangements, handle conference registrations. Coordinate Senior Team attendance at events.
*Supervise temporary administrative staff or summer student, when required.
*Present a positive and professional image of the executive office to all visitors, suppliers, inquiries, and other persons.
Applicants should clearly outline the reasons for their interest in this position and apply no later than 4:00pm on September 27, 2013.
We thank all applicants for their interest, however, only those selected for an interview will be contacted.