Title:  Executive Assistant, Corporate Communications

Short Summary

This role provides executive and administrative support to the Chief Communications and Public Affairs Officer (the Manager) and manages all administrative processes and procedures for the department. 

Job Description

ADMINISTRATION:

• Maintains administrative procedures and processes for the Chief Communications and Public Affairs Officer. This includes making travel arrangements; preparing expense accounts and payment vouchers, and ensuring they are kept in good order; overseeing the ordering and maintenance of stationery supplies and equipment for the department; and maintaining a comprehensive diary (usually computerized), card file contacts (networking), and manual files and folders of the Manager.
• Effectively manages relationships with full range of stakeholders, including the government and political offices, Board members, employees, the business community, members of the media, general public and volunteer committees;
• Assists the Manager in the promotion of the professional image and identity of the Company, consistent with the corporate visual identity program.
• Assists in the organization of ministerial and other special events, both corporate and project-related;
• Manages departmental correspondence including records, press releases, meeting minutes and conference calls.
• Screens requests and identifies issues to determine priority, screens visitors, phone calls, and reads and ranks incoming mail, especially including electronic mail, producing lists of action and pending items.
• Ensures that timelines and deadlines are respected for all initiatives, objectives, projects and matters of the department.
• Develops administration procedures and processes to respond to the operating style of the Manager.
• Briefs the Manager before appointments or meetings with appropriate background information from computer information systems and/or files.
• Identifies potential problems and shifting priorities in order to adjust the Manager’s schedule as necessary.
• Prepare meeting documents, memos, minutes, reports and correspondence for the Manager upon request of the Manager.
• Composes moderately complex letters, memorandums, service agreements, and reports by identifying required information, researching and gathering background information from appropriate sources.
• Contacts the following personnel upon request of the Manager:
  • Executive level personnel across and outside the corporation, including major customers, to solve problems, arrange appointments, obtain/exchange information, and to personally receive them on behalf of the Manager.
  • Administrative support staff across and outside the corporation to solve problems, arrange appointments, obtain/exchange information and to expedite administrative action.
  • All levels of staff within the organization to expedite action on behalf of the Manager.
• Receives visitors and answers phone calls, provides information, and refers visitors/callers to appropriate individuals with a high regard for sensitive and confidential matters.
• Performs additional administrative duties to assist with other Corporate Communications personnel, including but not limited to, coordinating travel arrangements, and processing expenses and departmental invoices.
• Provides reception coverage, as needed.
   

BOARD OF DIRECTORS/Senior Management Team:

• Supports Manager in preparation for quarterly Board of Directors & Senior Management Team meetings, including assisting with Committee meetings, Board reports, Powerpoint presentations, and all related correspondence.

Qualifications

• Post-secondary degree or diploma, or equivalent experience required.
• A minimum of five years of executive administrative experience required. 
• Superior knowledge of computer equipment and software applications, including MS Word, Power Point, Excel and Outlook.
• Knowledge of corporate communications, public relations and government relations is an asset.
• Knowledge of real estate planning and development activities is an asset.
• Bilingualism (French / English) is essential.

Working Conditions