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Management Assistant Communications 12 Month Term

Key Accountabilities

Reporting to the Director, External Communications and Director, Internal and Communications Services this position is responsible for providing administrative support to both Directors, general administrative support for the department, as well as being responsible for financial processes within the department.

* Provide administrative and scheduling support to the Director, External Communications and the Director, Internal and Communications Services.

* Strong emphasis on schedule/calendar Management - 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

* Act as back up to the Executive Assistant to the VP, Stakeholder Relations and Communications

* Act as back up to the other departmental Management Assistant

* Administrative support to the Executive Office, as required

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

* Administer contracts using Oracle to prepare requisitions, releases, and pay invoices and prepare expense reports

* Compile, design, review and coordinate correspondence, presentations, reports and other documents of a routine or confidential nature using Microsoft Word, Excel, Powerpoint, Hyperion and Visio

* Manage the office supply program for the department using Oracle Procurement and order equipment when required and oversee maintenance of same

* Co-ordinate office moves and set up new employees for a seamless onboarding

* Process business card requests for the department

* Prepare month-end/year-end accruals.

* 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

* Support Managers to track and report on group’s work/project briefs

* On a rotational basis, monitor media phone line and administration of media clips

* Initiate improvements to optimize the efficiency of office administration

* Undertake projects as assigned by the Directors

* Respond to telephone and general public inquiries

* Support work intake and tracking

* Arrange meetings with internal and external stakeholders and provide logistics support, meeting room setup and catering (ex: logistical and administrative support for GTAA public, community, stakeholder and political meetings; events, tours, media events and employee events)

Qualifications

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

* Minimum 5 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), 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

* Bilingualism would be an asset

I would like to apply for the post of Management Assistant Communications 12 Month Term bases at your esteemed organisation. I have attached my CV.

CV:

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