Administrative Assistant - Director
POSITION RESPONSIBILITIES :
- Provides administrative support to a team of Directors including managing calendars, coordinating meetings, preparing meeting agendas, preparing presentations for internal and external audiences, managing paper and electronic files as well as e-mail messages, making travel arrangements, preparing expense reports, arranging conference calls, resolving inquiries and requests or directing them to the most appropriate person or department for resolution
- Ensures appropriate delegation, follow-up and resolution of customer queries / requests for information received by the Director team as required
- Assists the Director team in reviewing priorities, following up on commitments / requests and completing all important tasks
- Ensures the Director team has all necessary documents in advance for all meetings, calls and presentations
- Compiles, analyzes and prepares weekly, monthly, quarterly and annual summaries of departmental key performance indicators
- Independently following up on correspondence, requests and outstanding issues to ensure timely and satisfactory resolution
- Approve purchase requisitions, process, monitor and follow up to ensure timely payment of invoices on a variety of departmental invoices
- Provides back-up coverage to departmental assistants as required (includes breaks, lunch and vacation coverage)
- Completes other sundry duties as assigned by Directors
EXPERIENCE / KNOWLEDGE REQUIRED :
- Must fulfill minimum time-in-position (1 year) and performance management code requirements (V2 - Valued Associate, Well Positioned)
- Excellent customer service orientation
- Superior professionalism, courtesy and friendliness in dealing with people
- Excellent sense of responsibility and ownership
- Unquestioned discretion and confidentiality
- Strong work ethic with the flexibility to work late when required
- Able to look ahead to anticipate time crunches or conflicts and develop contingency plans
- Able to work independently, juggling numerous tasks and activities, completing them on time with little re-work
- Strong attention to detail; able to avoid errors and omissions
- Excellent communication skills
- Minimum 5 years experience in providing administrative assistance at an executive level
- Excellent working knowledge of Windows 98 and Microsoft Office Suite
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