executive assistant
Posted on
September 11, 2024
by
Employer details
Canada Lands Company | La Société immobilière du Canada
Job details
*Job Req* ID: 2050
*Title: *Executive Assistant
*Company:* Canada Lands
*Location:* 100 Queen Street, Suite 1050 , Ottawa , ON
*Employment Status:* Employee (Full-Time)
Please submit your application *by October 11, 2024 at 4:00 pm EST.*
*Pour le lien en français:* https://jobs.clc.ca/job/Ottawa-Adjoint-de-direction-ON-K1P-1J9/728952347/
*Short Summary*
The Executive Assistant provides administrative and program support to the Vice President, Real Estate and Vice President, Acquisitions & Business Development.
*Job Description*
* Coordinates, schedules and organizes meetings and conferences with CLC employees, senior officials of the corporation, all levels of government, clients, consultants and other third parties.
* Sets up meetings as required.
* Screens requests and identifies issues to determine for priority; screens phone calls, and reads, screens and ranks VP, Real Estate and VP, Acquisitions & Business Development incoming electronic and hard copy mail.
* Provides initial responses to routine public inquiries and refers such inquiries to appropriate CLC staff for further response or action.
* Updates administration procedures and processes to better meet the operating requirements of the VP, Real Estate and VP, Acquisitions & Business Development.
* Provides administrative and secretarial support (e.g., logistics, hospitality) at internal and external meetings with stakeholders, consultants, government, and the public and arranges conference calls.
* Maintains the VP, Real Estate and VP, Acquisitions & Business Development calendar and contact lists and adjusts the VP, Real Estate and VP, Acquisitions & Business Development schedule based on shifting priorities and potential problems identified.
* Briefs the VP, Real Estate and VP, Acquisitions & Business Development before appointments or meetings with appropriate background information from computer information systems and/or files.
* Prepares and sends correspondence and supports the preparation and circulation of memoranda, minutes, reports, agendas and presentations.
* Ensures consistency and compliant formatting for Board reports and Power points.
* Makes travel and accommodation arrangements for the VP, Real Estate and VP, Acquisitions & Business Development office and prepares employee reimbursement and personal expense claims.
* Serves as administrative liaison between the VP, Real Estate and VP, Acquisitions & Business Development and the Executive team, other CLC real estate offices, CN Tower and administrative units (accounting, communications, human resources, legal, IT, records, etc.).
* Assists with various corporate communications and public relations functions.
* Performs the role of Records Management champion and liaison to fulfill the records management function related to VP, Real Estate and VP, Acquisitions & Business Development files, both digital and paper format.
* Verifies overhead expenses, prepares payment vouchers, balances overhead costs at month end and investigates queries on outstanding invoices.
* Establishes and maintains a network of support staff across the Regions to ensure that administrative policies and procedures in support of the VP, Real Estate and VP, Acquisitions & Business Development operations are effective.
* Greets visitors to the VP, Real Estate and VP, Acquisitions & Business Development in a helpful, professional and pleasant manner.
* Assists in the preparation, presentation, and follow-up for CLC public events as required.
* Maintains a thorough working knowledge of CLC Policies and Guidelines, procedures, records management, and information systems.
* Provides the VP, Real Estate and VP, Acquisitions & Business Development with IT support, including liaising with IT department;
* Other tasks as assigned by the VP, Real Estate and VP, Acquisitions & Business Development office.
*Qualifications*
* Minimum high school diploma required, with a preference for post-secondary education.
* Minimum of one to thr
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LocationOttawa, ON
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Workplace information
On site
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SalaryNot available
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Terms of employment
Permanent employmentFull time
- Start date
Starts as soon as possible
- vacancies
1 vacancy
- Source
indeed.com
#9442779251
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