Executive Assistant - Corporate Services and Communications Coordinator

Role Impact

Reporting to the Executive Vice President – Corporate Services, this role supports the daily operations of the People, Communications, and Brand departments and provides executive and project assistance primarily to the EVP, along with the VP and Senior Director in Human Resources. This position supports the Communications team and jointly reports to the Vice President - Communications. This role also provides general support to the HR/Communications/Brand team across a broad range of activities.

The role requires interaction with a wide range of organizational levels up to the Board of Directors and must consistently represent the Corporate Services functions in a positive and professional manner. Adept handling of confidential and sensitive issues and information is essential.

• Provide professional, executive-level support and client liaison in a positive and professional manner.
• Undertake preparation, formatting, and distribution of materials for various meetings, including Executive Committee and Board Meetings.
• Prepare, edit and coordinate reports and presentations in a professional, accurate and timely manner.
• Manage timelines, coordinate updates and monitor assigned tasks and projects.
• Prioritize correspondence and enquiries, identifying more urgent matters and determining an appropriate response or plan of action.
• Support EVP’s daily activities e.g. ensure necessary information for meetings (i.e. relevant documentation, background information), calendar management, organize meetings, handle correspondence and files, field enquires, handle travel arrangements, and manage expense reporting, anticipating issues and initiating appropriate action and follow up.
• Undertake various administration for the EVP, HR, and Communications leadership including arranging meetings (incl. ordering food and supplies), handling expenses, mail, social posts, recognition opportunities, managing invoices and allocating charges to the correct G/L accounts.
• Coordinate and identify opportunities to enhance team engagement including quarterly meetings, department events and celebrations including event planning, logistics, communication, roll‑out, and close‑out.
• Coordinate events such as townhalls, media events, training, large meetings.
• Lead and support cross‑department events related to employee engagement, OneCF culture, Purpose and Values Plan, and related initiatives.
• Collaborate with the broader Executive Assistant group.
• Administer internal communications e.g. CF Mosaic and weekly E‑blast (post articles, distribution list management, build weekly E‑blast).
• Administer external communications e.g. update copy and images on website, post social media content, support media and public relations activities.
• Create content on various communications assets e.g. CF community, press releases.
• Report Communications metrics.
• Facilitate set‑up for new department employees, liaising with various internal functions.
• Ensure smooth operation of departmental office equipment.
• Support other HR and Communications projects/initiatives as required.
• Provide back‑up support coverage for other HR/Communications teammates as required.

• Demonstrated ability to exercise discretion and diplomacy, in combination with previous experience in handling confidential or sensitive information
• Strong Microsoft Office and Google suite skills
• Experience with HR Information Systems is an asset
• Superior organization, administration, prioritization and time management skills
• Excellent writing and proof‑reading skills
• Strong interpersonal and communication skills and a high comfort level in dealing with senior management as well as individuals at all organizational levels
• High level of sound and independent judgment, reasoning, and discretion, with the ability to anticipate and initiate action
• Professional, approachable, and responsive, with a positive work attitude
• Proven ability to operate independently with initiative and minimal direction
• Strong customer service orientation
• High degree of alignment with CF’s Values and associated behaviors

• College education in business or a related discipline,…