JOB OVERVIEW

Perform secretarial and administrative support services relating to the overall administrative operation of the President's office and senior leadership team. The Executive Assistant plays a key role in managing schedules, coordinating communications, supporting strategic initiatives, and ensuring the smooth and efficient functioning of executive operations.

KEY ACCOUNTABILITIES

Working in accordance with prescribed safety procedures and regulations:

CORRESPONDENCE:

- Prepare and manage the administration of correspondence covering a broad array of subject matter including reports, labour relations material including bargaining agenda material, grievances and arbitrations, submissions for approval, response to criticisms and complaints and general administration. Clients would include external organizations (Government, Corporate Management as well as internal recipients such as LEP Executive, Board of Directors, and various line managers). Requires composing routine and non-routine correspondence in response to requests, queries, complaints, etc.
- On behalf of the President or VP, act as a contact with regulatory agencies such as the MOE, etc. to coordinate the resolution of problems and involve the right stakeholders in discussion matters associated with the issue of compliance to regulations.
- Communicate with staff on current divisional issues and how these issues are being addressed.

MEETINGS:

- schedule and make all necessary arrangements for meetings and conferences such as the preparation and distribution of agenda and handouts, acquiring of meeting rooms, accommodations, notification of participants, arranging for audiovisual or other equipment, preparing and issuing meeting notices,



typing of minutes of the meeting covering numerous items such as labour relations, negotiations, organization structure, staffing, team meetings, etc.
- Ascertain agenda items for scheduled meetings by canvassing staff who normally have input to such meetings and otherwise assist President and VPs or others in developing the agenda. Attempt to ensure that persons having specific input to planned meetings will be present, and make alternative arrangements when problems develop. Where required, ensure that a quorum of committee members will attend meeting. Ensure that President and VPs have all required materials and reference materials relating to items on the agenda, and that President and VPs’ staff have made any obligatory input. Prepare or arrange for the preparation of handouts, graphic displays, slides, overheads, etc., as requested by the President and VPs or other participants.
- Review meeting agendas originating in other organizations or external to LEP which requires input by President and VPs or other staff. Contact originating body as necessary to clarify intent of items or to obtain additional information regarding required input. Ensure that President and VPs and/or other parties are adequately briefed for the meeting and take all required reference and support materials required.




- Make all necessary travel and accommodation arrangements for President and VPs and staff, following appropriate travel policies, including obtaining appropriate approvals for out of province and out of country travel.

MAIL PROCESSING:

- Receive, open and sort mail addressed to President and/or VPs. Determine from content whether to forward to President and/or VPs or redirect to other staff. Assist President and VPs in handling of correspondence. May identify salient or central issues requiring attention and make pertinent notations in margins to draw President and VPs' attention to related issues as appropriate, etc.
- Determine from correspondence whether President and VPs may require information from files, records, agreements, contracts etc. to facilitate his/her response. Search source records to locate required data. Assemble data into appropriate format for President and VPs' effective use.
- Process outgoing mail and courier packages for staff. Manage or otherwise be responsible for bulk distribution requirements. Maintain up-to-date various distribution mailing lists.

TIME MANAGEMENT:

- Participate with President and VPs in the setting of priorities and the scheduling of his/her work projects and activities, advising relative to status of current work, target dates, scheduled action/meetings etc., and other related demands on President and VPs' time. Discuss impact on available time of current or pending assignments and assist President and VPs to incorporate same into the work schedule. Maintain referral and follow up control logs to keep President and VPs informed of impending actions, progress, etc.
- Coordinate access to

📌 CEO Office (Canada)
🏢 Colonial Group
📍 Canada