| Job Description |
A Vice President of Employee IT Services is seeking an experienced Executive Assistant. They will be responsible for administrative support and coordinating efforts across 6 Directors with other Executive Assistants. For a 9 Month contract
Typical Day:
1. Provide administrative support to management by:
• Managing the calendar and arranging/scheduling appointments/meetings on behalf of the SVP, anticipating scheduling conflicts/problems and providing alternatives;
• Coordinating conferences, booking conference rooms/meeting rooms /arranging for catering services and technical equipment and materials as appropriate;
• Booking travel arrangements and ensuring all requirements are met and no problems encountered;
• Photocopying / binding documents;
• Managing voicemail and email messaging / scanning and faxing documents;
• Ensuring reception support (visitors / telephone messages);
• Arranging for or making urgent deliveries of documents / packages;
• Ensuring sorting/processing of incoming/outgoing mail;
• Managing bring forward (BF) system.
• Creating/updating monthly/annual reporting (e.g. department org charts and distribution lists)
• Actively participate in leadership meetings by attending bi-weekly meetings, logging action items, and keeping the management team updated of any administrative tasks
• Meeting with outside providers of services (conference centres/hotels/caterers), providing recommendations on facility alternatives, overseeing arrangements, ensuring the smooth execution and assessing outcomes for future reference
• Assisting with special events by coordinating elements such as rooms, participant availability, meals, prizes, etc.
• Ensuring the collection/filing of annual performance reviews
• Collecting and consolidating weekly and monthly dashboards from the leadership team
2. Maintain department’s invoice record keeping by:
• Organizing / preparing / processing transactions / payments;
• Checking and verifying transactions as prepared by others (if applicable);
• Recording / inputting data to track / monitor and control expenses and/or other information;
• Preparing and submitting expense statements/reports
• Assist with the consolidating budget for software and hardware expenses
• Acting as a point of contact for vendor invoices and distributing invoices to the appropriate individuals
3. Provide PC services and/or support, by:
• Composing & producing routine correspondence;
• Producing documents from written material / rough drafts (e.g. letters / memos / reports / surveys); proof-reading work/output against source documents;
• Formatting and producing spreadsheets as requested;
• Maintaining information and/or data in departmental databases;
• Setting up presentations from written material / rough drafts (Level 2 Complexity – e.g. Power Point).
• Maintaining information and data in departmental databases
• Responding to requests for technical assistance relating to standard software issues
4. Ensure maintenance of premises / records and supplies by:
• Submitting requests for installation / repair of furniture / equipment;
• Maintaining a Business Resumption Plan for the department;
• Overseeing records and filing system management;
• Overseeing stationery inventory.
• Coordinating security access and supplies for new hires
• Arranging for maintenance service, repairs, and cleaning for equipment and department generally
5. As directed, co-ordinate and facilitate the release of significant initiatives / communications or launches by:
• Liasing between groups, both internal and external, to ensure timely / accurate delivery of materials;
• Contacting and arranging printing, production, receipt of signoffs, etc.
• Assist with projects on an ad hoc basis (e.g assist with the launch of the new time tracking tool for the department)
• Arranging steering committee meetings (e.g. book and attend meetings as part of the Enterprise technology architecture community committee)
6. Provide administrative support for contract and contractor management:
• Act as the point of contact for the business unit on any contract related question or concerns
• Prepare work authorization forms for contracts within the department
• Create/Amend contracts in the Contract Management tool for contracts within the department
• Train staff within the business unit on the contract creation/onboarding process
• Maintain process guides for contract creation/onboarding process
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