Executive Administrative Assistant

Laurentis Energy Partners•Oshawa, ON

23h•CA$60,000 - CA$70,000•Onsite

About The Position

Perform secretarial and administrative support services relating to the overall administrative operation of the President's office and senior leadership team. The Executive Assistant plays a key role in managing schedules, coordinating communications, supporting strategic initiatives, and ensuring the smooth and efficient functioning of executive operations.

Requirements

College Diploma in Office Administration

Nice To Haves

Experience in preparing correspondence related to labour relations, bargaining agenda, grievances, and arbitrations.
Experience acting as a contact with regulatory agencies.
Experience in coordinating meetings and conferences, including agenda preparation, minute-taking, and logistical arrangements.
Experience in managing travel and accommodation arrangements.
Experience in processing mail and managing distribution lists.
Experience in managing schedules, appointments, and screening calls/visitors for senior executives.
Experience in establishing and maintaining confidential records and filing systems.
Experience in processing routine reports and administrative forms.
Experience in overseeing the flow of approval documents.
Experience in preparing expense reports.
Experience in managing visitor registration systems.
Experience in ordering office supplies.
Experience in entering purchase quotations.
Experience in performing employee onboarding/offboarding activities.
Experience in managing facility access cards.
Experience in providing administrative support to a legal team, including managing legal files and invoice reconciliation.

Responsibilities

Prepare and manage the administration of correspondence covering a broad array of subject matter including reports, labour relations material including bargaining agenda material, grievances and arbitrations, submissions for approval, response to criticisms and complaints and general administration.
On behalf of the President or VP, act as a contact with regulatory agencies such as the MOE, etc. to coordinate the resolution of problems and involve the right stakeholders in discussion matters associated with the issue of compliance to regulations.
Communicate with staff on current divisional issues and how these issues are being addressed.
Schedule and make all necessary arrangements for meetings and conferences such as the preparation and distribution of agenda and handouts, acquiring of meeting rooms, accommodations, notification of participants, arranging for audiovisual or other equipment, preparing and issuing meeting notices, typing of minutes of the meeting covering numerous items such as labour relations, negotiations, organization structure, staffing, team meetings, etc.
Ascertain agenda items for scheduled meetings by canvassing staff who normally have input to such meetings and otherwise assist President and VPs or others in developing the agenda.
Make all necessary travel and accommodation arrangements for President and VPs and staff, following appropriate travel policies, including obtaining appropriate approvals for out of province and out of country travel.
Receive, open and sort mail addressed to President and/or VPs. Determine from content whether to forward to President and/or VPs or redirect to other staff.
Assist President and VPs in handling of correspondence.
Determine from correspondence whether President and VPs may require information from files, records, agreements, contracts etc. to facilitate his/her response.
Search source records to locate required data. Assemble data into appropriate format for President and VPs' effective use.
Process outgoing mail and courier packages for staff. Manage or otherwise be responsible for bulk distribution requirements. Maintain up-to-date various distribution mailing lists.
Participate with President and VPs in the setting of priorities and the scheduling of his/her work projects and activities, advising relative to status of current work, target dates, scheduled action/meetings etc., and other related demands on President and VPs' time.
Coordinate access to President and VPs. Maintain President and VPs' calendar regarding meetings, appointments and screen calls and visitors, being mindful of established priorities.
Provide information to callers or request information from internal and external contacts at all levels, up to and including senior management, in subject areas agreed upon with President and VPs and within bounds of confidentiality restrictions.
Establish and maintain records for exclusive use of the President and VPs, and permanent records required by regulatory, legal, or other departments, as necessary.
Maintain appropriate retention schedules for information, complying with retention policies.
Receive and process information from others in the form of periodic routine reports, administrative forms or other routine format covering a broad array of subject matters such as time reporting, work project control, personnel/labour relations activities, budget feedback, performance/disciplinary matters, or reviews etc.
Prepare schedules for the receipt of important approval documents to fit in with schedule of Board meetings, Executive Office meetings, President, and VPs' schedule etc. and oversee the flow of approval documents through the process.
Check for proper format, ensuring that appropriate authority has been requested; obtain supporting data/explanations from originators for unusual requests and submit to President and VPs for signature.
Review forms, reports, and other forms of information to be processed (time reports, expense reports, etc.,) for conformity to all governing requirements (policies, collective agreements, Human Resources Policies and Procedures etc. where pertinent, to ensure accuracy of calculations, account distribution, and the like.
Perform a liaison function between the President and VPs and others to pass along President and VPs' instructions to staff/clients, etc., to provide advice as to President and VPs' expectations, to expedite work as necessary to achieve deadlines, and to maintain continuity of objectives and practices across organizational lines.
Act as a single point of contact with various corporate groups such as, those involved in budget preparation and control, performance pay, records management, etc., attending meetings and providing feedback to President and VPs and/or staff regarding requirements or changes to requirements.
Prepare expense reports for the President, VP’s and other directors as assigned.
Manage visitor registration system for guests visiting the President, VP’s and other directors as assigned.
Order supplies for the office assignment.
Enter Purchase Quotations for the President, VPs, and other staff as assigned.
Perform employee onboarding/offboard activities as assigned.
Manage facility access cards for the office assignment.
Provide administrative support to the legal team including opening/closing Legal Intake Forms, managing the assignment of legal files, and preparing legal invoice reconciliation.