Executive Assistant - VP

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Out of Scope

Permanent Opportunity

Work Location : Regina Head Office - 100% in the office

The Executive Assistant – VP (EA) is responsible to deliver executive-level management assistance as a working business partner to simultaneously support multiple Vice Presidents (VP). This position works independently utilizing business knowledge, experience, and administrative technical expertise to deliver value and support individual contributions of the respective leader. This role is privy to senior leadership matters, communications, correspondence, documents, decision items, and is required to exercise discretion, diplomacy, and sound judgement.

Job Scope

The EA regularly handles diverse matters requiring extensive knowledge of the corporation and the VP’s area of responsibility. There is an absolute requirement to maintain confidentiality.

Primarily performs in a self-directed and service-oriented manner with day-to-day workflow and specific duties driven by the scope of work and individual priorities. Supports the needs of the respective Vice President.

As a member of the Board and Executive Support department there will be additional team-related demands on the incumbent’s time and capacity.

Position has decision-making authority within pre-determined scope of duties and authorization levels.

Key Accountabilities

Note : This section is not intended to be an exhaustive list of duties and responsibilities – other duties and responsibilities may be assigned.

Vice President Liaison and Support

Provides day-to-day support to enhance the VP’s productivity and effectiveness, including schedule and time support, expense and travel support, meeting and event coordination support, and communication and correspondence support.

Monitors and coordinates management commitments and deliverables to support completion within time constraints.

Plans, coordinates, and executes logistic aspects of VP hosted meetings and events. Assists with meeting preparedness, attends, and participates in management, staff, and stakeholder meetings, as required.

Develops and maintains relationships with stakeholders using appropriate discretion, confidentiality, and respect for protocols.

Collaborates with VP to handle administrative management of their direct reports (e.g., expense reviews, delegated authorization of pre-approved signoffs, mapping out workflow deliverables and dependencies, scheduling meetings, onboarding staff and performance management cycles, etc.).

Actively evolves the leadership support function through operational efficiencies and change advocacy.

Governance Administration

In conjunction with the VP, coordinates contributor document submissions (e.g., decision requests, information, and decision items) for corporate decision-making deliberations of the Board of Directors and / or Executive Leadership Team.

Manages a tracking system for deliverables, conducts regular follow-ups, and reports on the status of the commitments.

Assists contributors with document standardization, formatting, and facilitates workflows.

Educates others about corporate templates, standards, timelines, and overall process requirements.

Supports VP with content management of their team SharePoint site and champions corporate practices for document and records management.

Department Performance

Collaborates across the Board and Executive Support department to function in a mutually beneficial and integrated way with all Executive Assistants to manage work and information flow between the Executive Vice Presidents and their Vice Presidents direct reports.

Actively communicates within intact team to maintain an awareness of activities and work occurring cross-functionally at the VP level.

Engages appropriate corporate resources to coordinate, identify, address and / or escalate matters / issues / concerns.

Assists in assessing work methods; develops and shares improvements to administrative processes and practices, as part of an evolving corporate administrative professionals’ network.

Educates self and others on administrative and corporate departmental processes, procedures, and technology.

Assists in providing guidance to team members regarding role-specific training and acumen building.

Leadership

Actively contributes to and supports a culture of a high performing workforce.

Participates in divisional succession plans, ensuring ongoing professional and career development and supports development in others.

Supports a culture of leadership and accountability to effectively deliver on strategic and corporate strategies.

Is actively committed to leadership development across the company, supporting team and workforce readiness through mentoring, training, and developmental opportunities.

Corporate Management

Enables the success of programs and policies that are in alignment with corporate, strategic, and divisional strategies.

Manages risk in area of authority.

Ensures that the Health, Safety and Emergency Management Policy is applied in area of responsibility.

Education and Experience

Two-year diploma from an accredited post-secondary education institution in a relevant field of study such as Business.

Three years’ experience in a progressively challenging administrative role with demonstrated support to senior leadership.

Knowledge, Skills and Abilities

Knowledge of corporate office protocols and office operations.

Knowledge of organizational units and how they interact to support the corporation’s operations.

Knowledge and skill in Microsoft 365 applications and other required corporate technology and systems to support functionality and leverage applications for efficiency and records management.

Skill in planning and organizing.

Skill in verbal and written communications with attention to detail and accuracy.

Ability to apply detailed knowledge of organizational procedures to make independent decisions and serve as a credible resource for senior management.

Ability to build strong and trusted business relationships.

Ability to handle confidential and sensitive information and matters.

Ability to work within specific time constraints and manage unexpected and competing commitments.

Pay Range : $66,237.00 - $88,312.00

Posting Close Date : August 6, 2024

As you prepare to submit your application, and cover letter if applicable, please highlight the achievements that demonstrate why you're a great candidate for this role.