Executive Assistant

Job Purpose

The Executive Assistant is responsible for supporting the President and COO by providing a high level of administrative support, office management coordination, and Board support.  This involves preparing reports and presentations, handling information requests, and performing clerical functions such as arranging and scheduling meetings; coordinating Board meeting materials and logistics; maintaining organized, secure records; and acting as a friendly, responsive point of contact to help keep priorities moving.

Duties and Responsibilities                                        

• Maintain President’s and COO’s records and document management system(s), ensuring appropriate organization, version control, retention, and confidentiality.
• Organize the President’s and COO’s schedules and monitor, respond to and distribute incoming communications/emails.
• Develop relationships with travel service providers and complete all arrangements for the Board, President and COO.
• Responsible for managing the corporate donation process.
• Assist with routine communication - preparation, editing, etc. (ad-hoc items outside of incoming emails).
• Prepare and edit presentations and other documents for various meetings.
• Arrange and coordinate meeting times and various events including the salaried staff meeting presentation.
• Record and transcribe minutes of meetings (SLT meeting, AGM etc.); track action items and follow up on deliverables as required.
• Coordinate end-to-end Board meetings, including the annual calendar, agendas, logistics, and scheduling.
• Handle sensitive and confidential information with discretion; maintain secure filing and controlled access for executive and Board materials.
• Prepare expense reports and reconciling of invoices and credit cards.
• Prepare and coordinate share-related information and documentation, including support for share sales and the annual review process, as requested.
• Work with President on any required Trademark administration.
• Coordinate Canada Pork Submissions for President with VP Administrative Assistant.
• Assist with ESG reporting and other related customer requirements.
• Lead various initiatives and interact with external parties as required.
• Meet regularly with President and COO and update them regarding issues/opportunities.
• Work on professional and personal development areas as identified.
• Responsible to create and recommend policy and processes within area of responsibility ie travel policy and donation policy.
• Facilitate ensuring office décor is appropriate and liaising with facilities or housekeeping to address issues; coordinate day-to-day office operations, including vendor/service providers and office supply needs, as required.
• Coordinate with the Executive Administrative Assistant in duties and responsibilities that require backup as required.

Personal Development

• Attend company required training
• Remain current with technical knowledge in areas of responsibility
• Remain current on learning methodologies and best in class processes
• Attend regular 1:1 coaching/update sessions

Qualifications

• 3–5 years of experience as an Executive Assistant to senior level management.
• Post-secondary education in business-related field (or equivalent practical experience).
• Strong computer skills with in-depth knowledge of Microsoft Office suite.
• Strong organizational and planning skills.
• Strong level of professionalism balanced with an approachable, down-to-earth style.
• Excellent verbal and written communication skills.
• Proactive mindset with strong sense of initiative.
• Attention to detail and accuracy.
• Demonstrated discretion and sound judgment when handling confidential executive and Board information.
• Practical, service-oriented mindset with the ability to handle day-to-day office operations, troubleshoot issues, and adapt in a fast-moving environment.
• Comfortable communicating with a wide range of personalities (internal and external) in a clear, friendly, and professional manner.

Key Competencies

Service Excellence

• Maintains genuine relationships with customers over time, and stays on top of changing business needs
• Displays personal ownership and a sense of urgency over any issues or complaints that arise from the customer experience 
• Maintains an outstanding customer experience despite time pressures or obstacles

Accountability and Initiative

• Consistently delivers on personal targets
• Commits to producing the very best output, while maintaining safety and quality
• Takes initiative and demonstrates a “do whatever it takes” work ethic to get the work done

Communicating With Clarity

• Verifies the meaning of messages sent by others and confirms any next steps required
• Communicates in a manner that is straightforward and easy to understand 
• Answers questions in a professional manner