Senior Executive Assistant (Winnipeg)

Job Overview

The Senior Executive Assistantprovides advanced administration support to a Senior Vice President, while exercising good judgment, maintaining appropriate confidentiality, and ensuring a professional representation of the company.

Job Responsibilities

• Manages SVP's calendar by effectively scheduling and prioritizing meetings, while handling potential conflicts and monitoring upcoming deadlines, balancing complex calendar management and coordination challengesPrepares and compiles documents, presentations, reports, statistics inclusive of conducting research on behalf of leader, ensuring deadlines are met, for example, Board materials.
• Coordinates meetings including preparing agendas, compiling and distributing documents in advance of meetings, invites internal/external guests, catering, sourcing meeting location, AV equipment needs.
• Establishes and maintains organized and confidential electronic and paper-based filing systems to ensure information is current and readily accessible.
• Interacts, including in person, with senior external stakeholders, such as board members, professional association senior members and internal executive leadership team members
• Manages, assists and prioritizes document preparation and incoming correspondence, including e-mail management, leveraging exclusive access to highly confidential material. Demonstrates the ability to exercise appropriate judgment and confidentiality, responds on behalf of leader and/or outreach to others to prepare response or disseminate, as appropriate.
• Provides direction to the direct reports of SVPs to ensure deadlines are met, i.e. when gathering data for SVP documents and reports.
• Exercises proxy authority for SVPs for numerous processes and technology tools including staff transactions, pay transactions and expense authorities.
• Coordinates and manages departmental meetings and team events.
• Prepares agendas, document action items and follow-up to ensure action items are closed.
• Provides backup to other Senior EAs.
• Conducts research and creating reports on various topics based on the needs of the SVP.
• Meets regularly with other members of the Senior EA team to build rapport, solve problems, continuously improve service delivery to the SVP
• Prepares and formats various types of outgoing correspondence - or, Prepares and formats various type of external and internal correspondence for signature.
• Coordinates travel arrangements, ensures expense submissions are within guidelines and policies.
• Records, transcribes, and distributes minutes of meetings, as well as follows up on any action items.
• Collaborates with peers, business partners, as well as leaders' direct reports in support of strategic and engagement initiatives, as needed.
• Streamlines and documents processes and procedures to create efficiencies.
• Other various duties, projects and executive support as assigned.

Qualifications

• Minimum 5 years' experience in a Senior Executive support role.
• Related post-secondary education strongly preferred.
• Strong general computer skills with basic IT trouble shooting abilities.
• Familiarity with the finance and/ or insurance industry would be considered an asset.
• Strong MS office skills; inclusive of Word, Excel and PowerPoint.
• Ability to maintain a high level of discretion when handling confidential information.
• Strong verbal and written communication skills with a demonstrated ability to interact with all levels of internal and external customers.
• Strong organizational skills with an ability to prioritize tasks and manage time effectively.
• Ability to manage multiple projects, tasks and assignments at once, reprioritizing where necessary.
• Ability to address details and examine work carefully for accuracy and completion.

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