Executive Assistant

• Ensure organizational efficiency by providing coordination, customer service, relationship management and administrative support at the executive level
• Draw upon practical and specialist knowledge of business support processes and procedures
• Provide timely delivery of task-oriented, transactional, reporting and processing services with confidentiality, discretion and politically sensitive judgment
• Provide support on business planning, and detailed budget analysis, planning, tracking and reporting
• Support the divisional Vice President by conducting diverse and complex business support analysis and coordination activities
• Provide the divisional Vice President with the appropriate meeting materials
• Proactively resolve complex, confidential, sensitive, moderate to high risk business support issues
• Develop and maintain sensitive, diplomatic and strong working relationships with internal and external customers
• Provide support to the divisional leadership team by attending the appropriate meetings and creating meeting agendas
• Handle the preparation of minutes and establishment of deadlines for action
• Coordinate, prepare and gather information to assist in the preparation of reports, business and operating plan documents, fiscal program reports and status reports
• Responsible for administrative support processes including management of incoming correspondence and inquiries
• Participate in business planning and provides detailed budget analysis, planning, tracking and reporting
• Make recommendations for new approaches to business support work and broader issues resolution.

• Post-secondary business education
• 5-7 years progressively responsible related experience
• At least five years’ experience in a senior executive support role
• Business project management experience, budgeting and business planning exposure
• Experience and understanding of financial statements, budget process, general ledger, expense administration and audit process
• Experience and understanding of procurement and invoicing processes
• Experience with travel and event/meeting planning
• Records management experience and understanding of process
• An equivalent combination of education and experience may be considered.
• Excellent administrative skills with strong working knowledge of word processing, report generation and presentation creation
• Proven ability to work collaboratively
• Proven ability in relationship management
• Demonstrated client/customer service
• Demonstrated team work, coaching and mentoring abilities
• Proved executive-level support and adherence to confidentiality and sensitivity issues experience
• Proficient skills in prioritization and scheduling
• Time management and multi-tasking skills
• Intermediate skills and understanding of project management and execution
• Basic knowledge of SAP
• Verbal/written communication and interpersonal skills
• Problem solving and analytical thinking/innovation
• General business acumen
• General office computer systems skills
• Initiative and desire for continuous improvement.

Demonstrates expertise in executive-level administrative support, including business planning, budget analysis, and relationship management. Proficient in coordinating complex tasks while maintaining confidentiality and exercising political sensitivity.

• Executive-Level Support
• Business Project Management
• Budget Analysis
• Relationship Management
• Time Management

• Business Planning
• Budgeting
• Financial Statement Analysis
• Procurement Processes
• Invoicing Processes
• Records Management
• Report Generation
• Presentation Creation
• Project Management
• SAP

• Customer Service
• Collaboration
• Coaching
• Mentoring
• Problem Solving

• Business Support Processes
• Administrative Support
• Confidentiality
• Political Sensitivity
• Meeting Planning

• General Office Computer Systems