Virtual Assistant providing administrative support and coordinating schedules for Vena Solutions. Managing communications and documentation in a remote work environment.
About the role
- Senior Executive Assistant supporting the President and CEO at CBC/Radio-Canada. Overseeing administrative operations and managing stakeholder interactions in a hybrid role.
Responsibilities
- Develops, leads and maintains consistent administrative workflows, standards, and continuous process improvements within the President's office, including responsibility for filing, record-keeping, and contract management.
- Prepares the President and CEO and the Chief of Staff for key engagements by coordinating comprehensive briefing materials, agendas, and background documents; proactively tracks and drives follow-ups for upcoming deadlines and deliverables.
- Proactively manage upcoming deadlines and deliverables.
- Manages protocol-sensitive meetings and activities.
- Manages meeting logistics, including securing virtual platforms, room booking, participant coordination and simultaneous translation as required.
- Collaborates with internal and external stakeholders and develops good relationships, representing the Office of the President’s tone and style.
- Manages the meeting schedule of the Senior Executive Team, including oversight of a calendar for the agenda of these meetings and coordinates all documentation.
- Coordinates incoming requests and routes communications, including as required to executive management.
- Drafts routine correspondence and administrative responses on behalf of the President’s office.
- Ensures the coordination and management of requests for access to information, efficiently and in a timely manner, in accordance with the organisation’s policies.
- Coordinates domestic and international travel, bookings, and expense claims.
- Supports budget administration, and expense reporting for the Office of the President and CEO.
- Provides administrative and logistical support for Board of Directors activities as needed, in collaboration with the Corporate Secretariat.
Requirements
- A significant experience as a senior executive assistant in an executive office, or in project management/coordination.
- Is able to prioritize effectively and strategically multiple priorities and meet stringent deadlines.
- Is rigorous and analytical.
- Develops and leverages relationships across the corporation as well as externally.
- Is motivated and proactive, with a solutions-focused attitude.
- Is a highly effective communicator and team oriented.
- Handles sensitive information with discretion and confidentiality.
- Demonstrated experience working with Senior Executives.
- Has proven work experience in a complex organization.
- Completion of a post-secondary education in a relevant field and/or an acceptable combination of post-secondary education and relevant work experience.
- Excellent written, reading and oral communication skills in both official languages (English and French).
- Is tech savvy and has superior knowledge with computer applications; specifically with the Google Business Applications, as well as Microsoft applications (Word, Excel, PowerPoint) etc.
- Willingness to work flexible hours, as needed.
- Occasional travel may be required.
- Candidates may be subject to skills and knowledge testing.
Benefits
- Flexible work arrangements
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