Executive Assistant, GRE&T Centre

Description

• Opens and reviews communications and daily correspondence (internal and external) and prioritizes or responds on behalf of Executive members
• Maintain a confidential filing system; prepare agendas, meeting minutes and complete required follow-up and/or distribution.
• Work closely with each domain Head at the GRE&T center to support year-end close and the expense and revenue accrual process, ensuring all year-end close requirements are met.
• Support the VP, GRE&T Centre with calendar management and meeting administration, including, scheduling appointments/meetings, arranging conference calls, providing meeting support and catering as required, and making travel and accommodation arrangements
• Compiles and prepares expense reports
• Identifies opportunities to streamline or automate processes to continuously improve service delivery
• Provides support with the planning, design and implementation of projects and key initiatives
• Liaises with the Board of Directors, administrative staff, government agencies and Municipal officials; supports GRE&T Centre Advisory Committee meetings.
• Proactively manage various administrative procedures/tasks to ensure efficient operation of the office - ordering supplies, vacation coverage, and safety requirements.
• Assists in the preparation of business presentations and reports
• Ensure compliance to legislative, regulatory and Health & Safety policies, procedures and standards.
• Build effective working relationship and work collaboratively with all other business groups across Alectra and support GRE&T Centre to support resolve issues as related to
• Support timesheet management ensuring staff timesheet entries are timely and adhere to the work order allocation process; initiate communications and proper training to team members ensuring proper time allocation and work orders are used for payroll costing and reporting; track and report on vacation and other leave management.
• When required, provide support on administrative tasks as needed including setting up purchase orders, and responding to payment and billing inquires including follow up with vendors as necessary to ensure the efficiency and timeliness of invoicing and payment process.
• Perform other projects and duties as assigned; support the GRE&T team members and support in building team effectiveness and cohesiveness;
• Trouble shoot and investigate issues encountered in the JDE system; coordinate and work with IT, Payroll, AP, Procurement and ERP teams to resolve the issues in a timely manner; document JDE system processes and provide on-going training to team members.
• Work collaboratively and in conjunction with other team members to support meetings and events hosted at the Cityview location and other Alectra locations as required.
• Adhere to organizational procedures and policies to ensure outstanding productivity and performance;
• Manage, update and reconcile corporate credit card and expense reports for all domain Heads and for the VP, GRE&T Centre
• Supporting annual department planning meetings, mid-year review meetings, and regular monthly departmental meetings and team events.
• Prepares agendas, required materials, meeting minutes and completes required follow-up and/or distribution
• Assist with new hire onboarding and offboarding administration, order all necessary equipment, facilitate orientations and maintain appropriate office and HR policies.
• Completes all routine administrative tasks and maintains office supplies and materials

Requirements

• Professional knowledge in Microsoft Office (Word, Excel, Outlook, PowerPoint), Adobe Acrobat and Visio
• Solid problem-solving and analytical skills with the ability to provide practical and/or innovative solutions to complex technical issues
• Technologically savvy with excellent organizational skills with a proven ability to prioritize; demonstrate high level of business professionalism and discretion in handling confidential information.
• Experience dealing with sensitive and confidential information.
• Strong working experience in SharePoint, Co-pilot and JDE systems including Procurement, AP, Expenses, and Time Management functions would be an asset.
• Solid interpersonal and communication skills (both verbal and written) with positive attitude;
• Ability to build and maintain collaborative working relationships with internal and external stakeholders;
• Past experience in supporting Board or other executive committee meetings would be an asset; and
• Self-motivated with a solid work ethic, maintaining strong attention to detail, and the ability to multi-task in a fast-paced environment;
• 3-5 years of experience as an administrative or executive assistant, preferably in the energy industry;
• Strong ability to plan, prioritize and execute multiple demands, projects, and/or initiatives within established timelines
• Must hold and maintain a valid class “G” driver’s license.
• Adapt quickly to new technological programs and systems;
• Ability to plan, prioritize and execute multiple demands, projects
• Demonstrate professional conduct and align with Alectra’s core values of safety, teamwork, and customer focus.
• Strong written and oral communication skills, with the ability to compose and explain information in an organized and concise way
• College or university degree in Business Administration or relevant equivalent;
• Proven ability to work collaboratively and effectively with peers in a team-based environment;
• Solid problem-solving skills with strong results orientation and ability to deliver under tight deadline;

Benefits

• We care about you work-life balance. Understanding that taking time off is essential to employee well-being, sustained productivity and high performance, we offer the following:
• Disconnecting from work: We prioritize your well-being through our “Disconnect from Work” policy which ensures you can maintain a healthy work-life balance.
• Hybrid: This role is based in a hybrid environment, allowing for a mix of remote and in-office work to support team collaboration and business needs.
• We invest in your career development. At Alectra, we care about our team’s future through offering ongoing trainings, mentorship and learning opportunities.
• Hybrid work environment: Based on operational requirements, we offer flexible working arrangements that include working remotely or on-site.
• Hybrid work environment (if applicable): Based on operational requirements, we offer flexible working arrangements that include working remotely or on-site.
• Time off: At Alectra, we offer various time off options for our employees including vacation time, personal days, milestone parental leave top-up, volunteer days and bereavement days.
• We offer comprehensive benefits. From health and wellness programs to financial security though our Defined Benefit Pension Plan – we offer a robust benefits package that supports you and your family.

Training + Development

Interview process

Visa Sponsorship

Security clearance