Executive Administrative Assistant

Job Overview

Perform secretarial and administrative support services relating to the overall administrative operation of the Vice-President’s office.

• Prepare and manage the administration of correspondence covering a broad array of subject matter including reports and statistical data, 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 OPG Executive, Board of Directors and various line managers).
  
  Requires composing routine and non-routine correspondence on own initiative in response to requests, queries, complaints, etc.

• Schedule and make all necessary arrangements for meetings and conferences such as the preparation and distribution of agenda and handouts, acquiring of meeting room, accommodation, 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 etc.
• Ascertain agenda items for scheduled meetings by canvassing staff who normally have input to such meetings and otherwise assist Supervisor 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 be in attendance ure that Supervisor has all required materials and reference materials relating to items on the agenda, and that Supervisor’s staff have made any obligatory input.
  
  Prepare or arrange for the preparation of handouts, graphic displays, slides, overheads, etc., as requested by the Supervisor or other participants.
• Review meeting agendas originating in other organizations or external to “The Client” which requires input by Supervisor or other staff. Contact originating body as necessary to clarify intent of items or to obtain additional information regarding required input. Ensure that Supervisor 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 Supervisor and staff, following appropriate travel policies, including obtaining appropriate approvals for out of province and out of country travel.

• Receive, open and sort mail addressed to Supervisor. Determine from content whether to forward to Supervisor or redirect to other staff. Assist Supervisor in handling of correspondence by arranging same into groups in order of priority requirements. May identify salient or central issues requiring attention and make pertinent notations in margins to draw Supervisor’s attention to related issues as appropriate, etc.
• Determine from correspondence whether Supervisor 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 Supervisor’s effective use.
• Process outgoing mail for Supervisor and/or staff. Handle or otherwise be responsible for bulk distribution requirements. Maintain up-to-date various distribution mailing lists.

• Participate with Supervisor 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 Supervisor’s time. Discuss impact on available time of new or pending assignments and assist Supervisor to incorporate same into the work schedule. Maintain referral and follow up control logs to keep Supervisor informed of impending actions, progress, etc.
• Coordinate access to Supervisor. Maintain Supervisor’s calendar regarding meetings, appointments and screen calls and visitors , being mindful of established priorities. If Supervisor is not available, use own…