Executive Administrator

Job Function

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Manage and be responsible for the provision of administrative and support services relative to communications, project coordination and records management. Contribute towards the effective achievement of the business goals and strategies.

Job Description:

1. Manage and be responsible for the provision of administrative services relative to communications, project coordination and records management. Prepare correspondence and submissions, including reports, forms, memos, including labour relations and other information to be processed. Compose routine and non-routine correspondence for supervisor's signature. Exercise delegated authority to sign specified types of correspondence which may include subject matter other than normal routine administrative items. Prepare reports, using submissions provided from direct reports. Manage computerized office systems for tracking internal and external correspondence and action items for supervisor. Prepare and process confidential material, as required.
2. Arrange meetings with internal staff, senior management, external groups and government, as required. Conduct research and data gathering activities to obtain required information from internal and external sources, preparing and assembling materials. Inform senior management of topics and issues to be discussed, as required. Perform a liaison function between supervisor and other senior management, including the executive office, to coordinate various activities and projects such as business planning, budget preparation, performance measurement and reporting, etc.
3. Coordinate and be responsible for all domestic and overseas travel, transportation and accommodation arrangements, including personal itinerary, cash advances, provision of foreign currency, etc.
4. Coordinate and participate with supervisor in setting priorities, scheduling work projects, advising on the status of work, target dates, scheduling meetings and the scheduling impact of new or pending assignments. Coordinate appointment schedule and travel requirements. Arrange and handle requests for meetings, speaking engagements, media interviews, conferences, etc., recognizing sensitivity and confidentiality in relation to primary contacts, importance of attention, availability, etc. Maintain calendar, coordinating requests for supervisor's time with that of internal staff, senior management, external groups and government agencies.
5. Manage the administrative responsibilities associated with supervisor's membership on external boards, committees and agencies, including coordinating supervisor's schedule with those of external groups and individuals.
6. Review and apply account numbers, investigate variances and work with others to resolve discrepancies. Notify supervisor of any unresolved discrepancies.
7. Control all incoming and outgoing mail, telephone calls and interface with contacts. Determine the issue and priority of response. Re-route direct enquiries or communications as necessary to appropriate staff within the company.
8. Supervise clerical staff, assuming responsibility for planning, scheduling, assigning, instructing and checking quality of work on a continuous basis. Provide advice and guidance on problems encountered. Refer personnel matters to supervisor.
9. Within the general context of job responsibilities, make Pay Scale Group LEVEL 02 Points 0000 suggestions regarding improved administrative efficiency and develop and recommend various administrative procedures.
10. Coordinate and be responsible for all submissions to the Management Committee, the Board of Directors and various board committees, for the Business Unit. Maintain tracking systems to ensure deadlines are met. Coordinate Business Unit initiatives submissions. Produce monthly Initiatives Report and submit directly to the Chairman's office.
11. Set up and maintain a local records centre for supervisor's use. Act as official records custodian for confidential and general files. Establish and maintain retention schedules and arrange for storage/destruction of records.
12. Submit projected costs for sundry and travel expenses to budget contact. Prepare and process expense reports according to established procedure. Perform foreign currency conversion and calculations. Process and track various credit card accounts and frequent flyer accounts, working directly with institutions and airlines to resolve discrepancies. Administer petty cash for the office. Provide coordination services relating to space planning, telephone changes, office accommodation etc.
13. Provide advice and guidance to Business Unit senior staff regarding corporate procedures, standards and protocol. Provide coordination and administrative direction to Business Unit administrative staff regarding corporate projects and corporate communication matters.
14. Prepare presentations from supervisor's notes/outline, applying appropriate techniques to ensure a well-organized delivery. Use judgement to edit text, ensuring clarity of topic.
15. Within general context of job responsibilities, keep up to date on current topics or events impacting supervisor's office or the company, providing information as appropriate to other interested parties.
16. Perform other duties as required.