Executive Assistant
Telesat
full-time
Posted on:
Location Type: Hybrid
Location: Ottawa • 🇨🇦 Canada
Visit company websiteJob Level
Mid-LevelSenior
About the role
- Responsible for supporting the office of three (3) Vice Presidents by managing their electronic calendars, meetings, screening phone calls, visitors, International travel arrangements and vacation requests and planning.
- Facilitate approvals and electronic signatures that require executive sign off on various documents.
- Manage timesheets for each Executive.
- Coordinate extensive meeting schedules for international conferences.
- Assist with consolidating Executive input on spreadsheets and/or document formatting as required.
- Manage scheduling of monthly co-op student sound-board meetings for CTO.
- Process Executive expense claims as and when required.
- Manage catering needs and logistics of various meetings, workshops, vendor onsite visits, corporate events and other high-level meetings when needed.
- Budget input and coordination for VP’s that included accrual & YEE input and coordination throughout the year.
- Processed invoice payments as well as initiating several supplier contracts for the Executives using Workday.
- Provided back-up support to the other members of the Executive Admin Assistant team, including EA to the President as and when needed.
Requirements
- Post Secondary diploma or degree in a related field
- 5-10 years of experience as an Executive Assistant performing similar task as described above
- An understanding and appreciation for the role of an Executive.
- Sound judgment, discretion, and adaptability in a dynamic environment.
- Strong interpersonal skills and ability to work effectively with diverse stakeholders.
- Proficiency with computer applications including MS Office Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) including MS Teams and Zoom
- Proficiency with calendar management application like Outlook, and customer relationship management (CRM) platforms
- Proficiency with expense tracking tools such as Concur
- Ability to juggle multiple priorities, issues and schedules to ensure deadlines are met.
- Knowledge of basic financial accounting processes and procedures and comfortable working with budgets and numbers.
- Applications, specifically, Word, PowerPoint and Excel.
- Excellent written and verbal communication skills.
- Superior interpersonal and customer service skills.
- Professionalism, proactiveness, respect for confidentiality, courtesy and discretion are required traits and skills.
Benefits
- Equal opportunity employer
- Commitment to providing accommodations for candidates
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
calendar managementexpense trackingfinancial accountingdocument formattingmeeting coordinationbudget coordinationinvoice processingdata consolidationschedulingtravel arrangements
Soft skills
sound judgmentdiscretionadaptabilityinterpersonal skillscommunication skillscustomer serviceprofessionalismproactivenessrespect for confidentialitycourtesy
Certifications
Post Secondary diplomadegree in a related field