Executive Administrative Assistant

PUB304665

About this role:

About this role:

We’re hiring an Executive Administrative Assistant for our petrochemical client to join their team. This is an exciting 12-month contract position that will allow the opportunity to put your knowledge to work every day on a variety of high value tasks.

Responsibilities

  • Provides administrative support as well as coaches Leaders and team members on business processes and systems.
  • Acts as a liaison with senior leadership.
  • Handles routine and non-routine issues. Initiates appropriate action in the case of sensitive/urgent issues and may participate in their resolution.
  • Creates/manages required paper/electronic filing systems for the leader and teams.
  • Leads/supports the arrangements for in-house and external events.
  • Manages calendars (monitors and/or maintains calendars, contacts and appointments). Makes scheduling/logistical decisions based on the needs of the Leader.
  • Gathers information from various sources and utilizes complex data manipulation in report preparation.
  • Generates reports, correspondence, and presentations to meet defined business needs.
  • Coordinates and assists with budget preparation:

    - Manages the Management cost center on Leaders’ behalf which covers site wide events and initiatives.

    - Provides detailed SAP reporting on fixed actual costs and forecasts.

    - Investigates and resolves any cost discrepancies.

    - Creates, maintains and closes purchasing requisitions.

    - Proactively works with Leadership during budgeting and forecasting deadlines and facilitates the gathering and compilation of essential data and information.

  • Orders, receives and maintains office and applicable operating supplies using established procurement processes.
  • Carries out meeting scheduling, preparation, support (agendas, meeting minutes), makes appropriate logistical arrangements and may provide routine meeting facilitation.
  • Maintains, operates and troubleshoots systems to support departmental processes (e.g., SAP, SharePoint, web management, manuals).
  • Accountable for policy and web document reviews as the functional page administrator of the and Leadership webpages.
  • Manages and maintains distribution lists, organizational charts, drives and related documentation.
  • Provides coaching to others on the efficient operation of office equipment, performs basic troubleshooting.
  • Assists with training coordination and reporting.
  • Provides input for system improvements or development.
  • Researches and coordinates complex travel/logistical arrangements.
  • Provides support to the Production Leadership Team as required.
  • Participates as an active member on the Operations Leadership Administrative Assistant team.
  • Collaborates with the Administrator group to promote continuous improvement of administrative support.
  • Participates in the planning and execution of ad hoc administrative assignments and projects.

What you need to bring:

What you need to bring:

Requirements:

  • Minimum Grade 12 education plus 9+ years combination of applicable post-secondary education and related relevant experience supporting a team.
  • Other combinations of education and relevant experience may be considered.
  • A Business Diploma/Degree would be considered an asset.
  • Previous experience supporting senior leadership teams in a fast-paced environment is preferred
  • Expert computer skills (including SharePoint; Microsoft suite – Excel, Word, Outlook; SAP) and the aptitude to learn new computer applications.
  • Able to use diplomacy, tact and discretion in dealing with sensitive matters.
  • Must be able to handle and maintain confidential and sensitive information.
  • Able to work independently and collaborate with others in a team environment.
  • Strong interpersonal and communication skills. Comfortable dealing with employees at all levels of the organization, as well as external contacts and customers.
  • Proven problem solving and decision-making skills.
  • Demonstrated ability to prioritize and use time management skills.
  • Ability to adapt to shifting priorities and continue to meet deadlines.
  • Ability to coach and mentor others.

Benefits:

Benefits:

Why work with Brunel? We are proud to offer exciting career opportunities from over 100 offices globally in 42 countries. Advancing your career takes time and effort – let us match you to your ideal position.

Anything Else?

Anything Else?

Brunel has a reputation for working with some of the best in the business. That’s what we continually strive for. Over 45 years, we’ve created a global network of interesting clients and talented individuals working together through a vast array of services.

Start applying immediately

Start applying immediately

Sending an application is quick and easy. Just make sure you have the required documents ready to go.

  • Job references (optional)
  • Motivation Letter (optional)
  • Resume
Apply now

Any questions remaining?

Your consultant, Gultchan Chevket is happy to clarify anything about this vacancy. When reaching out, use this number:
PUB304665

Account manager

Gultchan Chevket
Brunel Canada - Toronto
g.chevket@brunel.net

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