Techlink

Objective of the Position:

• To effectively manage and organize the day-to-day administrative responsibilities for the Executive team by providing support in a highly professional and confidential manner, reflecting a proficient understanding of corporate policies and procedures.  Work is of a diversified nature that usually involves multiple, unrelated steps. Meticulous thought is necessary for dealing with complex data and situations.

Key Tasks and Activities:

• Effective time utilization by arranging meetings, travel and maintaining calendars. Open, review and route all incoming mail. In absence of the executive, ensure appropriate workflow by placing it in proper channels or submitting material to other management team members for appropriate and immediate action
• Manage Executive team's calendar; book appointments, schedule meetings in/outside of the office; book and track reservations accordingly
• Book and manage Executive team's travel; create itinerary, book appointments with media, government, industry contacts; Manage calendar on both sides of the trip, including booking and re-booking airline flights, hotel rooms and transportation; preparing complete itinerary for each trip/engagement; sometime accompany President on trips
• Maintain file, follow-up system, prepare expense reports and track invoices
• Consolidate information and data received and highlight potential issues
• Ability to effectively interact at all levels within the company
• Maintain a high level of discretion and privacy of personal information pertaining to the President
• Monitor and respond to invitations received by the Executive team; Track and confirm all attendees from the office
• Monitor all correspondence and requests from parties wishing contact with President, to ensure response are of a timely manner
• Set-up meeting rooms for appointments and large functions in/outside the office
• Communicate with key clients and liaise with Assistants to book appointments and ensure their attendance at key events
• Create/Organize large events; design, create circulate invitations; manage RSVP list; book locations and facilities; handle service contracts; attend events and meetings
• Create and maintain an up to date database of contacts/business cards
• Co-ordinate forecast and manages future events
• Manage subscriptions, conferences, courses related to President and Executive team
• Fax, photocopy, scan, and print required items throughout the day

Knowledge Requirements:

• Analytical Thinking: Ability to identify critical relationships in information and solve problems
• Client Service Orientation: Ability to maintain client contact, effectively interact with internal and external stakeholders at all levels
• Continuous Learning: Seeks learning opportunities
• Interpersonal Communication: Ability to adapt communication for audience as required
• Ability to promptly and efficiently complete work assignments
• Ability to effectively collaborate with others
• Ability to efficiently and proactively manage details in a fast paced team environment and maintain a positive attitude
• Ability to prioritize and manage multiple tasks simultaneously
• Ability to work independently
• Ability to work under pressure and meet deadlines
• Ability to exercise initiative, tact, confidentiality and professionalism
• Strong time management skills
• Intermediate/Advanced MS Office skills (Word, Excel, PowerPoint)

Personal Attributes:

• Customer focus
• Team work
• Self management
• Attention to detail
• Flexibility
• Diplomacy and tact
• Empathetic outlook
• Conflict management
• Planning and organization
• Problem solving
• Professional Appearance
• Interpersonal Skills

Behavioral Work Motivation Characteristics:

• Values opportunity to be a service to others
• Values process, procedures and structure
• Organized workplace
• Analysis of data
• Sense of urgency
• Decisive
• Frequent change
• Versatility
• Flexibility
• Frequent interaction with others

Formal Education and Training:

• Post-secondary diploma or degree in a related discipline and/or relevant proven experience

Work Experience:

• Minimum 3-5 years experience in a senior administrative role
• Proven ability with confidential information and independent problem solving
• Demonstrated ability to meet deadlines and numerous tasks reliably and expediently

Business Relationships:

• President & CEO - reports directly to President & CEO
• Board of Directors
• Senior Executive team
• All Staff
• Variety of public and private clients
• Vendors and suppliers

Communication:

• Complex written and verbal communication skills
• Presentation skills

Problem Solving Responsibility:

• Required to solve problems and issues as they arise
• Consultation with Executive team as required

Decision Making Authority:

• Work independently on behalf of the Executive team
• Arrange travel requirements, book meeting and event sites, arrange catering for meetings and events

Physical Effort/Demand:

• Stand and sit for long periods of time.
• Concentrated visual attention, computer terminal, email, correspondence, proof-reading, sales administration
• Lift 15kg