Executive Assistant – Human Relations

This Executive Assistant is accountable for providing senior level administrative, communications, and operational support to multiple senior leaders (Territorial HRLT) within the Human Relations department. This position monitors and supports all HR projects administrative, operational and communication processes originating from the HRLT and CHRO. This includes active involvement in supporting and implementing administrative process improvement opportunities, including managing smaller initiatives, document management and reporting, as well as acting as an administrative/operational control point for Human Relations communications and website content management

• Coordinates all aspects of HRLT meetings and conference calls including video and audio set-up, agendas, coordinating and documenting meeting minutes, follow up regarding decisions and next steps.
• Supports CHRO and HRLT through handling stakeholder queries and follow-up.
• Prepares and/or coordinates the design and production of various types of documentation including agendas, minutes, presentations, communications.
• Interacts and collaborates regularly, as a critical function, with all team members, key stakeholders and across functions to accomplish administrative or operational tasks.
• Manages smaller projects as assigned (e.g. utilization of MS 365 office technology process improvements and policies; tools to increase efficiencies)
• Performs business/situational analysis and develops recommendations to support administrative and communication process improvements.
• Interacts with HR team members and stakeholders as directed to facilitate collaboration and clear communication and may have to handle conflicting or more contentious admin-related issues and deliverables.
• Manages and maintains documents and records (electronic files and hard copy files and contracts, backup, shared directories) efficiently and effectively, ensuring data/documentation integrity, timeliness for updates, and ease of reference or retrieval as required.
• Arranges Service Recognition Certificates for the Territory.
• Maintains HR email address list.
• Publishes and uploads job postings for Territorial Headquarters on TSA website.
• Assists Territorial Headquarters Manager with scheduling of orientation for new employees.
• Send welcome packages and orientation packages to new employees.
• Ensures new employees at Territorial Headquarters receive an access card and photo identification.
• Provides administrative support for reporting on the federal employment equity program.
• Coordinates all aspects regarding logistics of key meetings – with expertise in ZOOM and TEAMS to enable advanced collaborative working together, such as, Collective Bargaining, Territorial Job Evaluation Committee, Territorial Compensation Strategy Committee, etc.
• Sends signed collective agreements to unions and ministry units.
• Maintains collective agreement scheduling spreadsheet and the collective agreement work group in Teams.
• Coordinates all department travel arrangements.
• Facilitates the coordination of communication updates to the territory.
• Completes expense tracking and reporting, supporting budget management.
• Assists with maintaining and tracking staff vacations and absences in accordance with departmental guidelines to ensure consistency in entitlement and to determine staff availability and support resolving issues.
• Directs employee questions to the correct HR department for response.
• Provides administration support with regard to Employee Assistance Program.

Education/Certifications:

• Completion of college diploma or degree in office administration or related discipline or relevant senior level experience as an Executive Assistant or similar role

Experience:

• 5-7 years’ experience as a Senior Executive Assistant or similar role
• Strong experience related to handling multiple leaders’ needs, forward planning, and prioritizing
• Track record of organizing, with limited guidance, a significant volume of varied business information and developing it into cohesive, professional reports and presentations, with the ability to recognize and respond to business related issues within the scope of the material
• Expert skills in MS Office and the use of Office 365 collaboration tools e.g. TEAMS, Whiteboarding
• Strong sense of urgency and proven capability to manage time and multi-task to accomplish multiple and various tasks, with conflicting priorities and timelines

Required Skills/Knowledge:

• Professional tact and diplomacy are essential with the ability to comprehend and act on complex, confidential and sensitive matters
• Mature judgment to maintain confidentiality with a clear track record of integrity
• Advanced level computer skills with proficiency in Microsoft Office products (Outlook, Word, Excel, and PowerPoint) and web-based software; experience with Office365 a strong preference
• Demonstrated organizational and project management abilities to coordinate and lead a variety of administrative initiatives
• Effectively and efficiently manages relationships, expectations and concerns, in a professional and courteous manner, and develops and leverages professional knowledge and working relationships for the benefit of the organization
• Excellent organizational and time management skills
• Excellent research skills
• Strong communication and interpersonal skills (written and verbal)
• Strong analytical, evaluative, and problem-solving skills
• Must display sound judgment, strong attention to detail, and willingness to take initiative

• Self-starter capable of working independently with limited direction
• Keen attention to detail
• Ability to work well in a team-oriented, collaborative environment