WilsonHCG

Work Location: Hybrid

Position Type: Permanent

Location: Mississauga

Compensation Range: $85,000- $90,000

The Executive Assistant to the Vice President of Human Resources will provide full executive administrative support to the senior leaders of the business unit. They will have the opportunity to support many key functions, including:

• Preparing and maintaining confidential communication, information and records
• Communicating corporate or business unit priorities, information or data to other members of the business unit management team, the business unit, or other stakeholders
• Scheduling, organizing and participating in senior management meetings
• Monitoring the status of major issues, projects, problems or programs, and ensuring that senior management are kept informed of the important issues
• Coordination of corporate level service functions such as courier delivery, supply ordering, and general clerical assistance
• Coordinating and providing administrative support within the Business Unit (e.g. employee access to computer systems, implementing programs of service affecting all unit staff)
• Ensuring consistent application of corporate policies and procedures throughout the Business Unit

Responsibilities:

Support for the VP office:

• High-level support and assistance to the Vice President, including calendar management, prioritization of meetings and deliverables, coordination of deliverables with direct reports, establishing schedules, collaborating with other Executive Assistants on corporate processes, etc.
• Preparation of various confidential or classified documents such as: letters from the VP, instructions to direct reports and service providers on behalf of the VP, and meeting summaries.   
• Anticipate and initiate appropriate action to conserve time commitments of the Vice President; prioritize work demands and assignments from various staff

• Ensure all correspondence adheres to corporate communication standards
• Route documents for signature and approval (e.g. contracts; agreements, reports; directives; policies; instructions; budgets; personnel and labour relations matters)
• Research issues both proactively and on an as needed basis; gather and summarize data, statistics or information
• Process inquiries from employees or members of the general public or external organizations
• Provide input and take minutes of business unit meetings and Occupational Health & Safety Steering Committee; organizes meeting agendas (including items relating to compensation, labour relations and staffing)

• Draft agendas based on the Committee’s Schedule of Activities, Action Items, and Annual Topics
• Gather documents and presentations from leaders across the organization for review by the Executive Leadership Team
• Coordinate meetings with the Chair, HRGC and members of the Executive Leadership Team
• Track and upload final documents to Diligent Boardbooks

• Maintain appointment calendar and schedule appointments for Vice President and Directors
• Make travel arrangements for meetings and conferences
• Liaise with external facility providers for off-site meetings

• File and route materials, correspondence and incoming mail, extract files and documents to meet needs, and upload documents using board management software
• Establish and maintain retention schedules for documents and correspondence
• Compile training, maintain training databases and vacation/attendance records
• As directed, communicate work priorities to Business Unit staff to ensure projects are completed in a timely manner
• Monitor work projects, including tracking their status, and communicating suggestions and measures intended to expedite the completion of assignments
• Initiate follow-up actions or communication to staff
• Provide updates to Vice President regarding the status of various projects, work or activities to ensure target dates are met
• Manage follow up with various stakeholders 

• Co-ordinate preparation of the Business Unit budget
• Support the department with the Procure to Pay process: setting up purchase orders, verifying and processing invoices
• Compile, review and complete verification of monthly credit card reconciliation for Vice President
• Review and complete verification of credit card reconciliations completed by Direct Reports prior to approval
• Co-ordinate space requirements for the Business Unit
• Attend meetings to represent the Business Unit on issues related to space planning and accommodation and ensure Business Unit interests are represented
• Recommend and ensure the implementation of office administrative procedures across various organizational units within a department/division (including the review, evaluation, recommendation and implementation of new procedures)
• Plan and arrange for the acquisition of administrative and office services

• Assist in the orientation and training of support staff of other Business Units
• Identify intra-departmental issues and coordinate appropriate staff to work towards a resolution

• Post-secondary education in business or office management; Bachelor’s degree an asset
• 6+ years of experience in an office setting 
• An organized approach and excellent time management skills, with the ability to prioritize work with attention to detail and accuracy
• Good communication skills – written and verbal
• Collaborative approach with strong relationship building skills, and the ability to effectively exchange information or ideas in a diplomatic manner to gain support and ensure satisfaction of all parties
• Skilled in handling highly sensitive information with the ability to maintain confidentiality at all times
• Able to quickly identify and address problems as they arise, applying solutions based on past treatment or appropriate procedures  
• Demonstrated client service approach to provide support, advice and guidance to others to meet their business needs to the satisfaction of all parties
• Proficient with the Microsoft Office suite of programs

All interested applicants who meet the qualifications listed above are invited to submit a resume by clicking "Apply Now".