What can you expect in this role?
- Provide support, working with Talent Acquisition Specialist and hiring managers with regards to onboarding of new hires
- Provision access to the department and to electronic systems and files, ensuring confidential information is accessible only to those authorized;
- Prepare and maintain reports, draft professional correspondence as directed and provide assistance with documentation review;
- Coordinate, schedule and attend meetings, as needed, preparing the related agendas, correspondence, reports, minutes and other follow up;
- Organize and maintain confidential files;
- Support the Letter of Representation and risk assessment and reporting processes, as needed. For example, prepare the template at each quarter; follow up with all executive accountable to ensure timely reporting of issues, coordinate all necessary meetings, and compile submissions;
- Coordinates departmental budgeting processes and maintains budget submission, as required;
- Generates operational expense reporting and monitors verses budget
- Process department expense invoices and apply correct allocation coding and following up to ensure approvals are completed in a timely manner;
- Manage calendar and scheduling for assigned members of senior management and department events;
- Plan and execute all aspects of department meetings and special events including venue and technical support arrangements and the development of Power Point presentations.
- Coordinate business travel arrangements;
- Handle first line telephone and email inquiries;
- Monitor employee absences and provide quarterly reports to managers;
- Prepare draft expense reports;
- Photocopy, compile and organize information and documentation as required;
- Sort and distribute incoming mail;
- Order office supplies;
- Provide excellent customer service to the ERM & AA/BI senior management , the department, and stakeholders
What do you bring to the role?
- Demonstrated proficiency with Outlook, Sharepoint and all MS Office applications.
- Ability to produce executive summary, dashboards and graphs in MS Excel and/or Powerpoint easily.
- Comfortable with working with numbers;
- Completed relevant undergraduate degree;
- 3+ years of experience in a administrative/ coordinative support position is an asset;
- Preference will be given to candidates with experience supporting a senior executive and / or experience providing administrative support in a fast paced environment.
- Outstanding verbal and written communication skills;
- Strong attention to detail;
- High level of comfort dealing with all staff levels ups to senior level staff;
- Superior planning, organization and coordination skills; impeccable calendar management skills and able to prioritize meetings on behalf of the executive
- Ability to work with minimal direct supervision;
- Committed to continuous improvement and customer service;
- Self-motivated, consistently demonstrating an ability to take initiative on any issue;
- Professional, friendly and courteous in all interactions;
- Ability to perform well in a busy operation, remain calm under pressure and adapt to a changing environment;
- High level of maturity and integrity with respect to confidential information;
- A collaborative working style.
