Executive Assistant (Administrative Assistant IV)

Main Purpose and Function

The Executive Assistant (EA) to the CFO/General Manager of Finance and Supply Chain Management (FSC) is responsible for an extensive range of administrative services supporting the GM as well as administrative activities in support of the overall business unit.

The wide range of administrative services include handling a complex calendar, scheduling and prioritizing meetings with internal and external senior executives and staff in the City, organizing meetings and arranging for logistics, securing and preparing agenda items for the FRS Leadership and all-hands meetings, drafting and handling correspondence, re-directing internal enquiries when the GM is away or unavailable and coordinating administrative activities in the GM’s office.

The EA in this position attends FRS leadership meetings, noting action items and following-through on them, handles the flow of correspondence in the office of the GM, manages the department’s plan for council reports throughout the year, facilitates the approvals of council summary forms, coordinates the updates on Internal Audit items,  coordinates SAP licenses and vendor accounts, oversees and tracks the new employee safety orientations across the business unit to ensure that these are promptly conducted, and coordinates the attendance management reporting for the managers. The EA also handles the travel arrangements of the GM, and the purchasing card online review of the GM and direct reports as well as other administrative activities. 

The position interacts with senior managers within FSC, the City Leadership Team of the City and their assistants and sometimes with the external executives and their assistants. This position acts as an advisor across the Administrative Assistant roles in the FSC departments, and ensuring subject matter expertise for areas such as Time entry, purchasing, document filing, and other administrative tasks. The position may provide support to other areas of FSC as required.

The incumbent also leads special projects within the FSC Group. These projects include the roll-out of new city-wide processes and procedures within the department, and other City projects implemented at the department level. 

The Executive Assistant, as required by the GM, may participate in special events contributing toward the strengthening of team-work in the business unit.

Duties and Responsibilities

• Handles the complex calendar of the GM, scheduling meetings, making decisions on meeting priorities and working with the City Managers’ office, other EAs and staff to arrange them.
• Supports meeting scheduling for other teams as required.
• Organizes and sets up leadership, all-staff, and other major meetings, arranging logistics for the venue, securing agenda items, presentation slides, scheduling presenters, taking minutes and following up on action items.
• Prepares meeting information materials for the GM in advance of the leadership and all-hands meetings.
• Manages the flow of correspondence and documents received by the office of the GM.
• Reviews travel and training and purchasing card submissions for compliance with policies.
• Oversees and tracks safety orientations for new employees and makes quarterly reports for submission to HR; generate attendance management reports for managers and makes semi-annual reports to the GM.
• Receives and notes phone calls and informs GM.
• Informs GM and managers of urgent issues that will require their immediate attention
• Maintains a list of Council reports, topics-on-deck for corporate management team, all hands, and leadership meetings, and expedites Council summary form to meet City Clerk's deadlines.
• Keeps track of deadlines and provides reminders of follow-up items; coordinates submissions of accomplishments and goals and other requirements for the GM.
• Formats correspondence for GM's signature and distributes them
• Attends leadership meetings and records minutes and action items.
• Processes reimbursements of expenses for the GM.
• Reviews and reconciles online purchasing cards (company credit cards) statements of the GM’s office and coordinates the review of purchasing cards of GM’s direct reports.
• Create shopping carts, and purchase orders; initiate payment of invoices.
• Coordinates approvals for SAP access requests
• Files documents in Vandocs.
• Arranges travel and training for the GM.
• Processes e-SAFs and e-CAFs for the GM's direct reports
• Drafts and processes e-SAFs and eCAFs for GM; .
• Coordinates the updates of organizational information in SAP and Quickfind information with other admin roles in FSG.
• Responsible for time entry for the office of the GM; provide time entry back-up to the FP&A Assistant when absent.
• Creates and updates personnel files of GM's direct reports.
• Assists in the orientation and onboarding of direct hires of the GM.
• VanDocs DRC (Department Record Coordinator).
• Leads and organizes committees for special events that will contribute toward team­building within Financial Services Group. This involves planning and strategizing on how to encourage participation.
• Other duties/responsibilities as assigned.

Minimum Qualification Requirements

Education and Experience:

• University degree or an equivalent combination of education, training and experience supplemented by coursework in SAP, MS Outlook, MS suite of tools including Word, Excel PowerPoint, and Visio.
• Minimum of 5 years’ experience as an Executive Assistant or Executive Administrator supporting senior level management required
  
  

Knowledge, Skills and Abilities:

• Knowledge of City operations, policy, practices and procedures.
• Excellent writing skills.
• Ability to interact and communicate with people in executive management positions
• Ability to multi-task, to be adaptive and flexible in a fast-paced and changing environment while coping with the demands of the situation and needs of the GM.
• Ability to understand and follow oral and written instructions.
• Ability to communicate with others in a warm and helpful manner while simultaneously building credibility and rapport.
• Demonstrated experience in organizing, leading and inspiring teams.
• Ability to perform thorough, complete and accurate work.
• Ability to handle confidential and sensitive matters.
• Possesses the ability to prioritize and make independent judgment and action.
• Ability to deal tactfully and professionally with customers with varying concerns and issues.
• Ability to work independently without supervision, take initiative and be proactive.
• Analytical and problem-solving skill and experience.