Executive Assistant

Title Executive Assistant

Reports To President

Summary

The Executive Assistant is responsible to deliver executive-level management assistance to the President and Executive Team (as needed). This position utilizes business knowledge, experience, and technical expertise to deliver value and support. This role is privy to senior leadership matters, communications, correspondence, documents, decision items, and is required to exercise discretion, diplomacy, and sound judgement.

Core Competencies

• Confidentiality
• Customer Focus
• Communication
• Drive & Motivation
• Team Work
• Quality Orientation
• Time Management
• Adaptability / Flexibility
• Creative and Innovative Thinking
• Decision Making and Judgement
• Planning and Organizing
• Problem Solving
• Result Focus
• Accountability and Dependability
• Ethics and Integrity
• Providing Consultation
• Enforcing Laws, Rules and Regulations
• Mathematical Reasoning
• Development and Continual Learning

Responsibilities

• Act as first point of contact for external key stakeholders and respond to general inquires and requests for the President's office.
• Provide a range of confidential, administrative supports to the President and the Executive team (as needed).
• Proactively collaborate with the Executive team to ensure seamless communication and workflows.
• Coordinate the President's schedule, meetings, and appointments.
• Work as the Communications Specialist to prepare and release large scale correspondence.
• Support the preparation and coordination of RFP's, contract submissions, legal documents, mergers and acquisitions, brand development, and any other large scale Graybar Canada project.
• Coordinate the annual Strategic Plan review, gather annual metrics, and prepare communication strategies.
• Conduct research, develop materials, prepare agendas and transcribe minutes for various committees.
• Participate as a contributing member on committees, as assigned.
• Support and foster relationships with the community, stakeholders, and other entities.
• Coordinate planning for events.
• Tracks and reconciles the Presidents expenses, ensuring accuracy, and timeliness.
• Ensure timelines are met for deliverables required for the President for Board meetings.
• Arrange travel and accommodations for the Atlantic and Western region.
• Assist with onboarding of new Executive team members.

Requirements:

• +5 years experience in an executive assistant role or similar.
• Executive Assistance certificate or equivalent.
• Post secondary education in administration or business an asset.
• Computer skills with advanced knowledge of Microsoft Office products.
• Basic knowledge of accounting systems, budgets, and internal controls.
• Able to perform moderate to complex reporting.
• Sound analytical thinking, planning, prioritization, and execution skills.
• Highly organized and a problem solver.
• Strong work ethic and positive team attitude.
• Able to effectively communicate both verbally and in writing.
• Able to build and maintain lasting relationships with other departments and key business partners.

Working Conditions

• Ability to sit continuously for over 3/4 of normal work shift, and stand, walk, and reach with hands and arms for at least 1/3 of the normal work shift.
• Ability to talk or hear continuously.
• Finger dexterity is required frequently for over 2/3 of the normal work shift.
• Ability to stoop, kneel, crouch.
• May be required to work additional hours per business requirements.