Executive Assistant

Position Summary

To provide executive support to the Director, Governance

Major Responsibilities

• Maintain the Director’s calendar
• Arrange meetings, book meeting rooms and catering, as required
• Manage and arrange travel including flights, hotels, transport
• Create and maintain filing systems and records
• Order and maintain office supplies and submit procurement requests on SAP, as necessary
• Handle routine and confidential correspondence with discretion
• Prepare routine correspondence and route completed correspondence for signatures
• Answer and screen telephone calls and respond/forward messages, as appropriate, to ensure timely resolution as well as answer routine enquiries
• Serve as first point of contact for all visitors and callers to the office, greet and assist scheduled and impromptu visitors
• Submit expense claims on behalf of the Director, and other division managers when requested
• Monitor / Coordinate / follow-up to get outstanding issues resolved
• Extend administrative supports to divisional managers, when requested by the Director
• Take meeting minutes when requested and submit to Director for review and approval
• Assist the Logistics Support Associate in arranging visa and travel for visitors, including flights, accommodation, transport, ID passes and meals when requested by the Director
• Perform other clerical/secretarial or miscellaneous matters as assigned

Competencies

• Excellent verbal and written communication skills in English
• Excellent organizational skills, the ability to work independently, and the capacity to prioritize and complete tasks in a timely manner
• Ability to exercise discretion when handling confidential material
• Strong work habits, work ethics and ability to adhere to University work hours, policies and standard business etiquette
• Ability to work with diverse populations and foster a co-operative work environment

Qualifications

• Minimum High School/Associate degree is preferable or equivalent from two-year business or trade school preferred
• A minimum of 7 years’ proven administrative and support experience with major company or university