Main functions:
Key Accountabilities Supports the divisional Vice President by conducting diverse and complex business support analysis and coordination activities, providing specialized advice and solutions as required while ensuring adherence to corporate and government policies and procedures. Provides the divisional Vice President with the appropriate meeting materials to ensure the Vice President is fully versed and prepared to attend each meeting. Proactively resolves complex, confidential, sensitive, moderate to high risk business support issues with limited direction and escalates issues as required and through the appropriate channel. Supports divisional communications through developing effective communications tools including a newsletter and planning reoccurring meetings and events, to ensure information is shared in a timely and engaging way. Develops and maintains sensitive, diplomatic and strong working relationships with internal and external customers to provide solutions to complex issues, prioritizing and managing responses and negotiating and managing timelines and expectations. Provides support to the divisional leadership team by attending the appropriate meetings, creating meeting agendas, handling the preparation of minutes and establishment of deadlines for action and ensures work is completed according to deadlines to ensure strategic objectives are being met. Coordinates, prepares and gathers information to assist in the preparation of reports, presentations, business and operating plan documents, fiscal program reports and status reports, including following up with the appropriate individuals. Responsible for administrative support processes that include the management of incoming correspondence, inquiries, coding purchase requisitions, directing forms for signature and other support processes as required. Participates in business planning and provides detailed budget analysis, planning, tracking and reporting. Education and Experience Post-secondary business education; 5-7 years progressively responsible related experience, which includes at least five years’ experience in a senior executive support role with business project management experience, budgeting and business planning exposure; Experience and understanding of financial statements, budget process, general ledger, expense administration and audit process; Experience and understanding of procurement and invoicing processes; Experience with travel and event/meeting planning; Records management experience and understanding of process; An equivalent combination of education and experience may be considered; Background or experience in Communications. Technical Requirements Excellent administrative skills with strong working knowledge of word processing, report generation and presentation creation; Proven ability to work collaboratively; Proven ability in relationship management; Demonstrated client/customer service; Demonstrated team work, coaching and mentoring abilities; Proved executive-level support and adherence to confidentiality and sensitivity issues experience; Proficient skills in prioritization and scheduling; Time management and multi-tasking skills; Intermediate skills and understanding of project management and execution; Verbal/written communication and interpersonal skills; General office computer systems skills; Basic knowledge of SAP; General business acumen;
