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Management Assistant Airport Development and Construction

Key Accountabilities

Reporting to the Director, Airport Development and Construction this position is responsible for providing administrative support to the director and, general administrative support for the department. The Management Assistant is also responsible for financial and budget processes within the department.

* Provide administrative support and maintain calendar and ensure conflicts are resolved in advance providing effective preparation time for Directors, Associate Director and Direct Reports

* Arrange travel including flight, itinerary, accommodations and conference registration for Director and Direct Reports

* Monitor, respond to and distribute incoming mail, e-mails, etc.

* Follow up and act as a liaison with various individuals both internally and externally, at all levels of the organization to arrange and coordinate meetings between internal and external parties for Directors, Associate Director and Direct Reports by arranging meeting room setup, audio-visual and technology needs and catering

* Compile, design, review and coordinate correspondence, presentations, reports and other documents of a routine or confidential nature using Microsoft Office products (PowerPoint, Visio, Excel, Word)

* Prepare and process expenses, requisitions, releases, payment of invoices and monthly tracking of operating expenses

* Prepare budget, quarterly forecast, updates and month-end/year-end accruals

* Support group Managers to ensure effective tracking/forecasting of budget

* Manage contracts by renewing when appropriate, work with lead Manager to prepare specifications for tender process and consulting with external and internal stakeholders as necessary

* Manage certain projects and team initiatives and ensure the accurate and timely completion of tasks, projects assigned may include research, correspondence or other work

* Initiate improvements to optimize the efficiency of office administration

* Undertake projects as assigned by the Director, support Directors, Associate Director and Managers to track and report on group’s work/project briefs

* Purchase and manage inventory of office and other supplies

* Prepare, maintain and distribute meeting minutes and action logs

* Submit, track and ensure successful new employee onboarding requests including phone, computer, supplies. Etc.

* Screen, prioritize and determine actions for incoming calls and inquiries, and respond to telephone and general public inquiries

* Arrange meetings with internal and external stakeholders Maintain a bring-forward system and maintain departmental records using i-Share and other records retention systems and processes in accordance to company policy

* Act as back up to the Executive Assistant to the VP, Airport Development and Technical Services

* Maintain the Vacation & Business calendars

Qualifications

* Post-secondary school diploma in Business Administration or a related field

* Minimum 2 years’ experience providing administrative support in a senior level or executive office environment

* Must be able to obtain and retain a Transportation Security Clearance

Knowledge, Skills and Abilities

* Strong time management skills and computer skills, including proven experience and proficiency using the following software applications: Microsoft Office Suite (Word, Excel, PowerPoint and Outlook, Visio), Oracle Financials, Oracle Discovery, Hyperion, Kronos and i-Share

* Self-motivated, independent thinker, with a strong commitment in delivering high quality customer service

* Superior communication skills (oral, written, and listening)

* Proven experience with preparation and coordination of financial tracking and reporting

* Possess a logical and systematic approach to administration support duties by anticipating needs, providing timely reminders and being well organized

* Must be able to respond to conflicting demands, tight deadlines and changing priorities

* Capable of dealing with pressure filled situations

* Ability to acquire appreciation of mandate, and over time, distinguish among priorities while appropriately responding to inquiries/requests

I would like to apply for the post of Management Assistant Airport Development and Construction bases at your esteemed organisation. I have attached my CV.

CV:

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