On behalf of our civil infrastructure and operation client, we are currently recruiting for an Executive Assistant. This position is responsible to facilitate all administrative tasks for the Corporate Office. This includes providing support to nine (9) Board of Director members and six (6) International Authority members. This role requires a team player who can manage competing priorities, has strong attention to detail, can adhere to the high quality standards, conducts themselves with tact and diplomacy and upholds a strict level of confidentiality.
Maintains an overall awareness of the business activities and the needs related to the Corporate Secretary/Chief of Staff (CS/COS), the potential needs of others involved in meetings/activities with CS/COS, managing the schedule accordingly.
Maintains organized filing systems of paper and electronic documents
Prepares and provides timely information regarding schedule, support materials, documents for approval and signature, etc.
Schedules meetings with Stakeholders, Senior Management team, Board of Directors as required
Support the development of agendas, supporting documents and logistics for meetings.
Attends meetings, as required, takes meeting minutes as required, prepares final notes, actions items and records of decisions and maintains tracker of action items
Sorts, manages and filters calls, conference calls, mail and incoming correspondence
Coordinates and prioritizes the information that flows through the offices, attaches supporting documentation, provides routine information to enquirer, and gathers missing information as required
Responsible for coordination with and IA board members, including scheduling meetings, responding to queries, and tracking and submitting board payroll details and travel expenses
Attend Board, Committee and International Authority meetings as requested, to record minutes. Assist with the tracking of action items. Ensure proper record-keeping of Corporate Governance records, including Board, Committee and IA minutes and records of motions.
Responsible for the creation of Board, Committee and IA agenda packages. Serves as an Administrator for the Board of Directors electronic agenda software program, being the first point of contact to assist Board members with trouble-shooting issues.
Collaboratively with the Executives, decides how to manage schedule, provide supporting information to the Executives and others
Making recommendations to Executives schedules
Recommend improvements/ new processes in coordination with the Executives and/or other Executive Assistants
Support from VP Communications, Corporate Secretary/Chief of Staff and Executive Assistants
Standard procedures for Reception duties
While at Reception, calls and visitors will vary to some degree
Coordinating materials and meetings with external stakeholders/ board members
REQUIRED SKILLS & QUALIFICATIONS:
Diploma in Office Administration
Diploma in Office Administration – Executive is an asset
Or post-secondary education with 3 years’ experience in a similar role
3+ years’ experience providing administrative support to Senior Management
Excellent prioritization skills with the ability to prioritize own time and time and work flow of others
Ability to work independently and collaboratively with a team
Demonstrated ability to effectively and professionally communicate orally and in writing ensuring tact and diplomacy
Ability to multi-task and handle a variety of responsibilities while maintaining strong attention to detail
A thorough understanding for the nature of the executive office and the importance of confidentiality, discretion and sound judgement
MEDA offers an excellent referral bonus. Great candidates know great candidates.
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