Executive Administrative Assistant

Job Summary

Required Qualifications

• •College Diploma in Office Administration
• •10% travel
• •Working in accordance with prescribed safety procedures and regulations
• •Prepare and manage the administration of correspondence covering a broad array of subject matter including reports, labour relations material including bargaining agenda material, grievances and arbitrations, submissions for approval, response to criticisms and complaints and general administration
• •Act as a contact with regulatory agencies such as the MOE, etc. to coordinate the resolution of problems and involve the right stakeholders in discussion matters associated with the issue of compliance to regulations
• •Schedule and make all necessary arrangements for meetings and conferences such as the preparation and distribution of agenda and handouts, acquiring of meeting rooms, accommodations, notification of participants, arranging for audiovisual or other equipment, preparing and issuing meeting notices, typing of minutes of the meeting covering numerous items such as labour relations, negotiations, organization structure, staffing, team meetings, etc.
• •Ascertain agenda items for scheduled meetings by canvassing staff who normally have input to such meetings and otherwise assist President and VPs or others in developing the agenda
• •Ensure that persons having specific input to planned meetings will be present, and make alternative arrangements when problems develop
• •Ensure that a quorum of committee members will attend meeting
• •Ensure that President and VPs have all required materials and reference materials relating to items on the agenda
• •Prepare or arrange for the preparation of handouts, graphic displays, slides, overheads, etc., as requested by the President and VPs or other participants
• •Review meeting agendas originating in other organizations or external to LEP which requires input by President and VPs or other staff
• •Contact originating body as necessary to clarify intent of items or to obtain additional information regarding required input
• •Ensure that President and VPs and/or other parties are adequately briefed for the meeting
• •Take all required reference and support materials required
• •Make all necessary travel and accommodation arrangements for President and VPs and staff, following appropriate travel policies, including obtaining appropriate approvals for out of province and out of country travel
• •Receive, open and sort mail addressed to President and/or VPs
• •Determine from content whether to forward to President and/or VPs or redirect to other staff
• •Assist President and VPs in handling of correspondence
• •Identify salient or central issues requiring attention and make pertinent notations in margins to draw President and VPs' attention to related issues as appropriate
• •Determine from correspondence whether President and VPs may require information from files, records, agreements, contracts etc. to facilitate his/her response
• •Search source records to locate required data
• •Assemble data into appropriate format for President and VPs' effective use
• •Process outgoing mail and courier packages for staff
• •Manage or otherwise be responsible for bulk distribution requirements
• •Maintain up-to-date various distribution mailing lists
• •Participate with President and VPs in the setting of priorities and the scheduling of his/her work projects and activities
• •Advise relative to status of current work, target dates, scheduled action/meetings etc., and other related demands on President and VPs' time
• •Discuss impact on available time of new or pending assignments and assist President and VPs to incorporate same into the work schedule
• •Maintain referral and follow up control logs to keep President and VPs informed of impending actions, progress, etc.
• •Coordinate access to President and VPs
• •Maintain President and VPs' calendar regarding meetings, appointments and screen calls and visitors
• •Use own judgment to refer caller to others, as appropriate
• •Set up priority for requests
• •Refer same to other knowledgeable staff for action or, within prescribed limitations, respond personally to request providing required information or service
• •Take any action considered necessary to protect the President and VPs from excessive and/or unwarranted demands on his/her work time
• •Provide information to callers or request information from internal and external contacts at all levels, up to and including senior management, in subject areas agreed upon with President and VPs and within bounds of confidentiality restrictions
• •Establish and maintain records for exclusive use of the President and VPs, and permanent records required by regulatory, legal, or other departments, as necessary
• •Establish and file materials in accordance with a prescribed filing system assigning location codes
• •Extract files or file content upon request of President and VPs
• •Maintain record of removed files, etc.
• •Maintain appropriate retention schedules for information, complying with retention policies
• •Receive and process information from others in the form of periodic routine reports, administrative forms or other routine format covering a broad array of subject matters such as time reporting, work project control, personnel/labour relations activities, budget feedback, performance/disciplinary matters, or reviews etc.
• •Consolidate, compile, and prepare required forms, summaries etc.
• •Prepare schedules for the receipt of important approval documents to fit in with schedule of Board meetings, Executive Office meetings, President, and VPs' schedule etc.
• •Oversee the flow of approval documents through the process
• •Receive approval documents (purchase requisitions, purchase approvals, Executive approvals, Board Memoranda etc.) for approval by President and VPs or higher authority
• •Check for proper format, ensuring that appropriate authority has been requested
• •Obtain supporting data/explanations from originators for unusual requests and submit to President and VPs for signature
• •Review forms, reports, and other forms of information to be processed (time reports, expense reports, etc.) for conformity to all governing requirements (policies, collective agreements, Human Resources Policies and Procedures etc.)
• •Ensure accuracy of calculations, account distribution, and the like
• •Perform a liaison function between the President and VPs and others to pass along President and VPs' instructions to staff/clients, etc.
• •Provide advice as to President and VPs' expectations
• •Expedite work as necessary to achieve deadlines
• •Maintain continuity of objectives and practices across organizational lines
• •Act as a single point of contact with various corporate groups such as, those involved in budget preparation and control, performance pay, records management, etc.
• •Attend meetings and provide feedback to President and VPs and/or staff regarding requirements or changes to requirements
• •Prepare expense reports for the President, VP's and other directors as assigned
• •Manage visitor registration system for guests visiting the President, VP's and other directors as assigned
• •Order supplies for the office assignment
• •Enter Purchase Quotations for the President, VPs, and other staff as assigned
• •Perform employee onboarding/offboard activities as assigned
• •Manage facility access cards for the office assignment
• •Provide administrative support to the legal team including opening/closing Legal Intake Forms, managing the assignment of legal files, and preparing legal invoice reconciliation