Executive Assistant (Corporate Services)

The Executive Assistant is responsible for a wide variety of departmental administrative duties in support of senior management members within the Corporate Services Branch. The Corporate Services Branch includes; Transportation, OH & S, Security & Nanatohk Miciwin (Universal Food Services).

Duties include but are not limited to reception and dispatch, arranging travel plans, meeting minute-taking and distribution, scheduling meetings, training and drafting both internal and external correspondence. The Executive Assistant is also required to maintain confidentiality and professionally interact with employees, management, and the public.

Responsibilities

The Executive Assistant is responsible to the Associate Superintendent of Corporate Services.

The Executive Assistant will have specific responsibilities for:

Provide administrative support

• Provide direct administrative and office management support to the Associate Superintendent and other branch departments as directed by the Associate Superintendent of Corporate Services.
• Participate in and provide advice, based on specialized knowledge, related to the delivery of programs, processes, and service support.
• Maintain the work schedule and calendar of the Associate Superintendent.
• Prepare travel schedules, book travel arrangements, and make reservations for the Corporate Services Branch.
• Assist in the coordination of logistics; including meetings, training, seminars, workshops, special projects, and events.
• Coordinate office activities.
• Troubleshoot or de-escalate office administration issues.
• Provide input into the improvement of existing processes.
• Coordinate training for staff on software.
• Assist with dispatch when required.
• Update bus status information daily or when changes occur.
• Oversee & support record retention.
• Liaise with outside agencies concerning driver records as and when required.
• Order all office supplies for the office and shop.

• Administrative Duties
• Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, and spelling and make edits as necessary.
• Prepare draft reports, background documentation, and research.
• Take and transcribe dictation notes.
• Complete expense reports, pay invoices, and other related duties.
• Direct incoming inquiries
• Receive and screen all inbound telephone calls, e-mails, and visitors for the department.
• Refer or redirect calls, e-mails, or visitors as required.
• Receive incoming mail.
• Review, evaluate, and distribute priority correspondence for Corporate Services.
• Review invoices.
• Health & Safety
• Participate in all required Health & Safety Training.
• Comply with the Health and Safety program and practices.
• Performance of daily duties in a manner conducive to a safe workplace.
• Comply with Company policies and procedures.

• Additional Responsibilities
• Attend and participate in all required meetings.
• Provide recommendations related to ways of improving efficiencies in transportation.
• Recognize and address non-routine situations and/or problems as they arise; responding appropriately to effectively route issues within the organization.
• Additional responsibilities as assigned.

Qualifications

• A degree or diploma in office or business administration or a related field is required.
• Minimum of three (3) years of administrative work experience.
• Experience using the full Microsoft Office suite of programs.

Working Conditions

• Interacts with employees, various management levels and the public at large.
• Repetitive work.
• Overtime may be required
• The environment can be noisy at times.

Knowledge and Skills

• Knowledge of an area of specialty such as payroll or accounts payable required.
• Ability to exercise independent judgment drawing on specialized department knowledge and applied administrative processes and procedures.
• Strong knowledge of office procedures and practices.
• Keen attention to detail.
• Resourceful and flexible.
• Proven organizational and time management skills.
• Superior typing skills at 50 words per minute
• Able to write and format moderately complex correspondence, including memos and letters.
• Excellent writing skills, including proper spelling, grammar, and punctuation.
• High level of sound and independent judgment, reasoning, and discretion.
• A professional, responsive, and positive work attitude is essential.
• Previous experience in handling confidential or sensitive information; knowledge of applicable data privacy laws.
• Able to maintain filing systems and basic databases.

Job Type: Full-time

Salary: $68,577.00-$77,250.00 per year

Benefits:

• Company events
• Company pension
• Dental care
• Disability insurance
• Extended health care
• Language training provided
• Life insurance
• On-site parking
• Paid time off
• Vision care
• Wellness program

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• administrative work: 3 years (preferred)

Ability to Commute:

• Maskwacis, AB T0C 1N0 (required)

Ability to Relocate:

• Maskwacis, AB T0C 1N0: Relocate before starting work (required)

Work Location: In person