Executive Assistant to Senior Vice-President
Canada Post - Postes Canada
Toronto, ON
Job Requisition Id: 20474
Business Function: Strategy
Primary City: Toronto
Province: Ont. - GTA
Employment Type: Full-Time
Employment Status: Permanent
Language Requirement: English Essential
Employee Class and Level: CPMGB01
Job Closing Date : 26/09/2019

Job Description
The Executive Assistant manages, facilitates and co-ordinates a complete range of administrative support services to ensure the smooth and effective functioning of the senior executive’s office. The Executive Assistant works proactively on the Senior Executive’s behalf with minimal guidance, performing effectively under pressure, demonstrating sound judgement and a high degree of discretion in making effective and timely decisions. The Executive Assistant presents a professional image at all times on behalf of the Corporation by utilizing well developed public relations and communication skills in dealing with a broad range of senior stakeholders, both internal and external.

Job Responsibilities
Below are the main job requirements and responsibilities for the Executive Assistant, to Senior VP.

The Executive Assistant, allows the Senior Executive to focus on corporate business by managing a complete range of administrative support services for the office. This includes office administrative systems and effective records management, issues prioritization, communications, and relationship management with key stakeholders.
Strategically plans, co-ordinates and maintains scheduling of the Senior Executive’s agenda including anticipating, planning and execution for events and meetings of all types, travel arrangements, logistics, and document preparation. Modifies the agenda based on established priorities. Models the Corporate Values, Leadership Behaviors and Habits in all interactions and maintains a high degree of professionalism, discretion and diplomacy at all times.
On behalf of the Senior Executive, follows up on all priority actions, maintaining a tracking system and ensuring timely completion. Facilitates resolution and communicates results of issues and outstanding action items, often involving highly sensitive information or circumstances. Leverages knowledge of business priorities and a resourceful approach to directly resolve many incoming non-technical or time-sensitive issues.
Anticipates and provides briefing material for presentations and meetings; integrates and summarizes information to facilitate decision-making. Develops or contributes to professional-level presentations and vets other material to ensure the utmost accuracy. Composes and signs correspondence per executive direction.
Interacts regularly with external stakeholders (such as customers, suppliers, business partners, competitors, government and agency officials and ministers, etc.) with complete professionalism, tact and discretion. Initiates or responds to requests, organizes meetings and events, and collaborates with other senior officials’ and executives’ offices.
Job Responsibilities (continued)
Facilitates a consistent approach to administration within the Executive’s team, communicating priorities, preferences and updates. Manages all incoming and outgoing information and documentation and ensures timely responses and accuracy of information.
Exercises delegated authority to access the Senior Executive’s email account and SAP for administrative and “people manager” responsibilities; receives, reviews and approves requests, and updates the system. Provides guidance and advice to the executive team and administrative assistants in the application of e-procurement, employees’ time and leave, and travel and expense claims policies and administration.
Undertakes special projects or responsibilities that require planning, execution, analysis of results and reporting. Occasionally takes on other responsibilities such as responding to Access to Information requests.
Contributes to the team’s leadership and effective management by remaining up to date on corporate business, initiatives and priorities, and actively supports change management efforts to move the business forward.
Acts as a role model, mentoring, coaching and demonstrating leadership with the Administrative Assistants across their team.

Qualifications
Education

Completed post-secondary, preferably in a related field OR a combination of equivalent professional experience and training.

Experience

Minimum of five (5) years of experience in a senior Executive Administrative Assistant role(s) that demonstrates high levels of organization, a customer-focused outlook, skills with multiple software and social media packages, basic research and analysis and excellent influencing and communication skills.
Minimum of three (3) years of experience using the following software: MS Office (Word, Excel, PowerPoint, Outlook, Sharepoint). Experience with SAP is an asset.

Other Candidate Requirements

Strong communication, analytical, and customer service skills
Proficient computer skills and competent with Microsoft programs.
Highly organized with a customer-focused outlook.
Ability to influence others and communicate effectively.
Possess excellent time management skills and sound judgement and decision making abilities.
Other Information

Safety Sensitive Positions
This position may be considered a Safety Sensitive position.

Employment Equity
Canada Post is committed to employment equity and encourages applications from women, Aboriginal people, persons with disabilities and visible minorities.

Conflict of Interest
The Conflict of Interest Policy prohibits employees from hiring, supervising or reporting to, directly or indirectly via the reporting hierarchy, their immediate family or close personal relations. Should you feel that you may be in an actual or potential Conflict of Interest in regard to this job opportunity, you must communicate with the designated Human Resources representative.

Accommodation
If you are contacted by Canada Post regarding a job opportunity or testing, please advise if you require accommodation.

Important Message
Your application must clearly demonstrate how you meet the requirements as Canada Post cannot make assumptions about your education and experience. We thank all those who apply. Only those selected for further consideration will be contacted.

Our Leadership Behaviours
Decision Making – A champion of the organization who takes calculated risks and makes prudent, common sense decisions about current issues, future opportunities and resource requirements in a timely, well thought out manner that aligns with the corporation's best interests.
Accountability – An individual who strives for performance excellence and who holds him/herself and direct reports accountable for decisions and actions and for learning from mistakes when intended results are not achieved.
Business Orientation – A proactive individual who understands the competitive nature of the business, and is committed to sustaining the business through excellent customer service and new business opportunities.
Execution – A focused and self-motivated individual who acts with a sense of urgency and delivers on time and within budget, by dealing effectively with challenges and ambiguous situations.
Leading People – A compelling communicator and leader who engages, motivates and inspires others to achieve results and who encourages personal growth and finding better ways of doing things.

Our Values
Canada Post’s corporate values reflect the principles, beliefs and aspirations that guide our behaviour and shape our culture.
Transformation – We will innovate and transform to win in the marketplace.
Customer – We serve Canadians with pride and passion.
Integrity – We act responsibly and with integrity.
Respect – We treat each other with fairness and respect.
Safety – We are committed to a safe and healthy environment for all our stakeholders.