EXECUTIVE ASSISTANT POSITION OBJECTIVES RESPONSIBILITIES

[Pages:4]EXECUTIVE ASSISTANT

POSITION Executive Assistant

REPORTS TO Chief Executive Officer

OBJECTIVES Our organization is searching for an experienced, reliable and task-oriented Executive Assistant. The Executive Assistant will work directly with and report to the Chief Executive Officer. The Executive Assistant ensures the efficient operations of the Office of the CEO, working closely with the CEO and VP of Operations to prioritize competing demands. The Executive Assistant is required to provide a wide variety of high level confidential and complex administrative services in a fast-paced environment.

RESPONSIBILITIES As the direct link to the Chief Executive Officer, the following role responsibilities will apply:

Executive Support ? Manage the Chief Executive Officer's schedule, including: o Scheduling meetings, conferences, teleconferences, and speaking engagements. o Sending meeting notices. o Reserving meeting space. o Arranging audiovisual equipment and food services requirements for meetings relating to the CEO's schedule. o Assist with preparation of presentations. o Confirming appointments. o Making travel arrangements. ? Prepare reports for and on behalf of the CEO: o Collect and analyze information. o Prepare presentations. ? Monitor and report relevant CEO activities in the Chamber's in-house lobbying registry.

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? Develop and distribute materials for and on behalf of the CEO, including external communications.

? Other duties as assigned.

Governance Support ? Works closely with, and on behalf of, the CEO to prepare materials for the meetings of the board and its committees including: o Coordinating Board calendar o Sending meeting invitations o Coordination and preparation of monthly management report o Distribution of meeting materials on behalf of the CEO o Booking of meeting space o Tracking meeting attendance o Recording meeting minutes o Drafting of follow up communications o Distribution of follow up materials o Develop and utilize historical information to identify trends and opportunities

Operations Support ? Assist in maintaining all contact management systems relevant to Chief Executive Officer, Board of Directors, Past President's Council, Standing Committees and other functions, as required, relating to the operations of the Chamber. Maintain data integrity by entering all interactions with contacts (e.g. gatherings, invitations, interviews and meetings) into the database and update contact information in a timely fashion; create and maintain committee lists and mailing lists. ? Works to create efficiencies and maintain optimized workflow, evolving processes to respond to priorities and emerging needs. ? As needed, provide administrative support for organization-wide initiatives and events. ? Fill in for administrative and clerical support in temporary absence of support in other areas.

Financial Management ? Handle all reservations and invoices for events and meetings, relating to the office of the CEO. ? Input online registration information for departmental events. Responsible for invoicing sponsors for department's events. ? Support budget allocation process for multiple business units; prepare and process expenses for reimbursement; prepare check requests including coding expenses for payment and submit to accounting department in a timely fashion. ? Ensure prepared checks are signed in a timely fashion by authorized signors.

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Communications Support ? Maintain absolute discretion and confidentiality to protect the privacy of members, volunteers, partnerships and any other initiatives, activities or topics that are not authorized to be formally communicated to the public. ? Read and analyze submissions, letters, agendas, memos and determine significance; routing to appropriate personnel in a timely and efficient manner. ? Compose confidential correspondence, memos, PowerPoint presentations and reports as instructed. ? Greet and assist visiting guests to meetings in conference rooms. ? Strengthen communication with strategic partners through establishing relationships with key executive and support staff. ? Interact with members, when appropriate, and problem solve. Document complaints and develop an appropriate course of action. Report problems to the CEO or VP of Operations when they cannot be resolved or need attention. ? Respond to public enquiries by providing general information and referring inquiries to appropriate sources based on a broad knowledge of policies, procedures and protocols and personnel. ? Maintain Chamber relationships with stakeholders.

QUALIFICATIONS Education and Experience

? Bachelor's degree or diploma; management or administration designation preferred. ? Microsoft Office, primarily Word, Excel and PowerPoint, online survey services and database

management experience. ? Adobe product suite experience. ? A dedicated focus on serving as a professional executive assistant. ? Three to five years of related work experience. ? Strong understanding of small business and entrepreneurial enterprises. ? A combination of experience and other education may also be considered. ? Strong organizational, project management and problem-solving experience with

impeccable multi-tasking abilities. ? Experience coordinating, recruiting and motivating volunteers is an asset.

Skills and Competencies

? Organized, structured and detail oriented.

? Ability to prioritize and manage emergent issues. ? Professional written and verbal communication skills.

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? Deals diplomatically with sensitive matters while exercising sound judgment, respect and discretion, maintaining confidentiality, tact and respect at all times.

? Loyal and reliable. ? Exceptional interpersonal skills. ? Basic knowledge of protocol required to communicate effectively with business, government,

community and academic leaders. ? Ability to prioritize and manage multiple projects; flexibility to adjust to changing priorities while

maintaining a calm, confident and controlled demeanor. ? Strong work ethic; approaches work with a sense of purpose and urgency. ? Independent and decisive. ? Strong team player. ? A positive, "can do" attitude with a willingness to take extra steps to deliver results. ? High standard of personal conduct and integrity

WORK CONDITIONS/PHYSICAL DEMANDS This role works in a typical office environment. On a standard workday, the majority of time is spent sitting at a desk, using a computer and answering a phone. Due to the high work volume and unpredictable nature of the Chamber, there may be times when you are expected to work beyond the scheduled workday.

COMPENSATION Competitive salary and benefits package; dependant on experience and education.

ABOUT THE CHAMBER

The Greater Saskatoon Chamber of Commerce has been advocating on behalf of our members since 1903. We continue to be a powerful and effective advocate for both small and large businesses on key issues while working towards building the best business environment in Canada.

ADDITIONAL INFORMATION Applications will be accepted until February 25, 2020.

hr@

306.244.2151

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