Executive Assistant, Chief Operating Officer

EXECUTIVE ASSISTANT, CHIEF OPERATING OFFICER

The Executive Assistant provides operational support and manages the efficient day-to-day flow of the Chief Operating Officer's (COO) office. Acting as an administrative support to the COO and other areas of the branch The Assistant has a significant issues management role as well as various administrative duties. This position is highly confidential, in that the Executive Assistant is privy to numerous management and business issues. The ideal candidate will be a multitasker who likes to learn, has excellent note-taking skills, the ability to identify and communicate key tasks, and a high degree of integrity and professionalism, ensuring the seamless operation of our senior leadership team's daily activities. The role will also support the Operational Strategy Manager in planning a variety of projects and will support the execution and tracking of projects

Day to day responsibilities include managing incoming correspondence, credit card reconciliation, invoice approvals, creating reports, and presentations. The Executive Assistant will manage multiple calendars, plan and coordinate meetings, and prepare related materials. This position ensures the invoicing processes and records management are effectively carried out by the branch.

Position Term: 18 Months

Know-How

Practical / Technical Knowledge

• Undergraduate university degree in Business or Public Administration
• Minimum of 5 years' progressively responsible experience of which at least 2 years would be as an Executive Assistant.
• High proficiency in Microsoft Office and ability to use SharePoint is desirable.

Planning, Organizing and Integrating

• Positive, poised, and professional working style with the ability to protect confidential information and use discretion and tact.
• Ability to formulate budgets, prepare contracts, track costs and processes.
• Takes initiative and can work independently with minimal supervision to meet deadlines and work concurrently on a variety of projects across multiple business lines.
• Ability to create, monitor and optimize processes.

Communicating and Influencing Skills

• Excellent verbal and written communication skills for working with staff at all levels of the organization to present information, manage discussions, provide training and create documents as well as preparing and editing business correspondence and documents.
• Strong interpersonal skills for developing effective work relationships with senior management, service providers, and clients.
• Ability to take initiative to proactively address issues and work in a fast-paced environment to manage diverse and complex activities.
• Ability to problem solve and demonstrate sound judgement, innovation/creativity, and an ethical approach, knowing when to escalate matters.
• High attention to detail, ensuring accuracy and thoroughness.
• Collaborative and open-minded team player who is committed to the achievement of team goals and works well with others.
• Adaptable and open to change.

Responsibilities

• Provide leadership and coordination of day-to-day operation of the COO Office through managing the flow of information and confidential reports.
• Manage incoming correspondence and draft letters and documents for COO and proof/edit documents provided by others.
• Assist in identifying and responding to issues and monitoring status of assigned initiatives to ensure deliverables are provided for the COO's approval in a timely manner.
• Track and resolve questions, issues and other challenges that arise.
• Research administrative matters for the COO and branch management team and prepare associated report or presentation.
• Manage complex calendars and proactively schedule meetings for the COO and Senior Directors, ensuring materials are prepared in advance.
• Prepare COO and Sr director expense reports/claims.
• Coordinate travel arrangements and accommodations.
• Liaise with staff, service partners and clients to answer or direct inquiries.
• Maintain schedule of service provider contracts and ensure regular reports related to service level agreements are provided.
• Maintain the records management process for the branch that complies with organizational systems and policies.
• Prepare agendas and attend meetings, take accurate minutes, and identify key tasks, follow-ups, and action items.
• Coordinate the branch's annual process for identifying needs for the upcoming year's budget.
• Liaise with Corporate Services to ensure branch needs relating to accommodation, computers and other equipment are met and office supplies are ordered.
• Provide advice and/or support to administrative support positions in the branch.
• Ensure administrative support within the branch is available to help cover-off reception.

Assist with projects within the branch as needed