Executive Administrative Assistant

PUB304665

About this role

About this role

We’re hiring an Executive Administrative Assistant for our petrochemical client to join their team. This is an exciting 12-month contract position that will allow the opportunity to put your knowledge to work every day on a variety of high value tasks.

Responsibilities

  • Provides administrative support as well as coaches Leaders and team members on business processes and systems.
  • Acts as a liaison with senior leadership.
  • Handles routine and non-routine issues. Initiates appropriate action in the case of sensitive/urgent issues and may participate in their resolution.
  • Creates/manages required paper/electronic filing systems for the leader and teams.
  • Leads/supports the arrangements for in-house and external events.
  • Manages calendars (monitors and/or maintains calendars, contacts and appointments). Makes scheduling/logistical decisions based on the needs of the Leader.
  • Gathers information from various sources and utilizes complex data manipulation in report preparation.
  • Generates reports, correspondence, and presentations to meet defined business needs.
  • Coordinates and assists with budget preparation:

    - Manages the Management cost center on Leaders’ behalf which covers site wide events and initiatives.

    - Provides detailed SAP reporting on fixed actual costs and forecasts.

    - Investigates and resolves any cost discrepancies.

    - Creates, maintains and closes purchasing requisitions.

    - Proactively works with Leadership during budgeting and forecasting deadlines and facilitates the gathering and compilation of essential data and information.

  • Orders, receives and maintains office and applicable operating supplies using established procurement processes.
  • Carries out meeting scheduling, preparation, support (agendas, meeting minutes), makes appropriate logistical arrangements and may provide routine meeting facilitation.
  • Maintains, operates and troubleshoots systems to support departmental processes (e.g., SAP, SharePoint, web management, manuals).
  • Accountable for policy and web document reviews as the functional page administrator of the and Leadership webpages.
  • Manages and maintains distribution lists, organizational charts, drives and related documentation.
  • Provides coaching to others on the efficient operation of office equipment, performs basic troubleshooting.
  • Assists with training coordination and reporting.
  • Provides input for system improvements or development.
  • Researches and coordinates complex travel/logistical arrangements.
  • Provides support to the Production Leadership Team as required.
  • Participates as an active member on the Operations Leadership Administrative Assistant team.
  • Collaborates with the Administrator group to promote continuous improvement of administrative support.
  • Participates in the planning and execution of ad hoc administrative assignments and projects.

Requirements

Requirements

Requirements:

  • Minimum Grade 12 education plus 9+ years combination of applicable post-secondary education and related relevant experience supporting a team.
  • Other combinations of education and relevant experience may be considered.
  • A Business Diploma/Degree would be considered an asset.
  • Previous experience supporting senior leadership teams in a fast-paced environment is preferred
  • Expert computer skills (including SharePoint; Microsoft suite – Excel, Word, Outlook; SAP) and the aptitude to learn new computer applications.
  • Able to use diplomacy, tact and discretion in dealing with sensitive matters.
  • Must be able to handle and maintain confidential and sensitive information.
  • Able to work independently and collaborate with others in a team environment.
  • Strong interpersonal and communication skills. Comfortable dealing with employees at all levels of the organization, as well as external contacts and customers.
  • Proven problem solving and decision-making skills.
  • Demonstrated ability to prioritize and use time management skills.
  • Ability to adapt to shifting priorities and continue to meet deadlines.
  • Ability to coach and mentor others.

Benefits

Benefits

Why work with Brunel? We are proud to offer exciting career opportunities from over 100 offices globally in 42 countries. Advancing your career takes time and effort – let us match you to your ideal position.

Join the Brunel Family

Join the Brunel Family

Brunel has a reputation for working with some of the best in the business. That’s what we continually strive for. Over 45 years, we’ve created a global network of interesting clients and talented individuals working together through a vast array of services.

Start applying immediately

Start applying immediately

Sending an application is quick and easy. Just make sure you have the required documents ready to go.

  • Certifications (optional)
  • Job references (optional)
  • Motivation Letter (optional)
  • Resume
Apply now

Any questions remaining?

Your consultant, Gultchan Chevket is happy to clarify anything about this vacancy. When reaching out, use the pub number:
PUB304665

Account manager

Gultchan Chevket
Brunel Canada - Toronto
g.chevket@brunel.net

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