Executive Assistant

Purpose:

Assists the Executive Officersin coordinating, managing, and overseeing their day-to-day activities.

Ensurethe Executive Officersarerelieved of as much routine work as possible and act as the primary point of contact for internal and external communications.

Assists the Executive Officersin coordinating, managing, and overseeing their day-to-day activities.

• Act as the primary point of contact for internal and external communications, ensuring prompt follow-up and rerouting requests to appropriate parties.
• Upon request, receive, screen, respond to, and prioritize incoming mail and telephone calls, including those of a highly confidential or critical nature.
• Manages the Executive Officer’s email and calendar
• Draft, review, and manage communications and respond to inquiries about initiatives, forwarding requests to appropriate employees.
• Conduct research, fact-checking, and analyses, providing detailed reports, correspondence, background files, and recommendations as required.
• Assist with HR processes, form preparation/submission, documentation, and carrying out tasks related to hiring, onboarding, offboarding, and performance management for direct reports.
• Assist with budget tracking and reporting as required.
• Review, approve, and submit invoices, expense reports, timesheets of direct reports, and coordinate cheque signings.
• Manage schedules, appointments, and travel arrangements.
• Maintain an organized filing system, both digital and physical, ensuring easy access and retrieval of documents in accordance with executive services standards.
• Regularly archive and manage the storage of outdated or inactive files, ensuring compliance with records management and document retention policies.
• Securely handle sensitive and confidential information, maintaining strict confidentiality and ensuring appropriate access controls.
• Handle photocopy and scanning requests.
• Fully utilizes all currently available technology to track and manage day-to-day activities and projects and keeps current on training for new and existing technology.
• Collaborate with the Executive Assistant to the Executive Director, the other Executive Assistants, and the Executive Services Manager as required to ensure proper responses and follow-up
• Act as a designated stand-in for the other Executive Assistants to the Executive Officers during short-term absences, such as vacations, as required.
• Serve as backup for MCK Reception when all other options are exhausted.
• Provides backup support for the invoice approval process, including monitoring the shared inbox, verifying invoices, reviewing sole source and procurement checklists documents.
• Facilitating Executive Officer signatures via Adobe Sign and tracking process from start to finish.

Provide project coordination support

• Oversee specifically assigned files and projects, reporting back to the executive officer on task completion or progress and highlighting any difficulties that are encountered.
• Provide administrative support for projects and initiatives.
• Assist with logistical aspects and monitoring of project budgets.
• Facilitate communication and act as a liaison between the executive officer, the project team, and other stakeholders.
• Distribute project updates and reports and maintain project files, ensuring proper organization, version control, and access controls.
• Monitor project timelines, milestones, deliverables, and follow-up on task completion.
• Maintain an overview and dashboard of projects, committee/portfolio work, and files using the tool selected and used by the Executive Office, ensuring the Executive Team, Executive Services Manager, and Executive Assistant to the Executive Director have access.

Provide meeting, workinggroup, and committee coordination support services

• Organize, prioritize, schedule, and coordinate meetings, events, and activities, ensuring alignment with organizational timelines and priority.
• Coordinate meeting logistics, including booking venues, setting up and testing audio/visual equipment, and ordering/preparing refreshments.
• Prepare and distribute agendas in consultation with committee members and stakeholders.
• Prepare, compile, and distribute…