Administrative Assistant (BB-E0352)
Found in: Talent CA
Description:Description Administrative AssistantCanadian Bank Note Company is a global leader in the design, development and deployment of customized, secure solutions for identification, border security, excise control, currency, and lottery operations. Our customers are domestic and foreign governments, and together we work to design, launch and support the technologically advanced secure documents and information systems that protect borders, safeguard national currencies, and generate revenue for government social initiatives.What’s In It For You?As Administrative Assistant to the Vice President of Operations and Software Development and the Vice President of Marketing, you will be many things – organizer, planner, scheduler, issues manager – but over time, you’ll become one thing above all else...a trusted and valued member of the Operations and Software Development and Marketing teams.What Will You Do?You’ll provide a full suite of senior-level administrative support to the two VPs and ensure that their days run smoothly. To achieve that, you’ll be responsible for: Communications/Information ManagementFilter, sort and organize incoming and outgoing mail (electronic and print);Transcribe and produce written materials from rough notes and edited copy;Collect input from department team members on various topics and compile for dissemination to the various VPs;Manage small projects as assigned by the VPs (e.g. maintain and update database of relevant conferences, trade shows, etc.);Edit and proofread documents such as correspondence, reports, presentations, etc.Calendar/Meeting ManagementPro-actively manage and coordinate the V.P.’s calendars by setting appointments and meetings and addressing any conflicts that arise;Arrange and schedule all meetings, ensuring meeting rooms/venues/catering, conference calls, Skype calls are booked in a timely manner and all relevant information is shared with participants;Prepare meeting documents (agendas, briefing notes, status updates, presentations, communications, etc.) for review by the V.P.’s well in advance of the meeting date;Attend meetings and capture the key takeaways and provide detailed summaries; follow-up on identified action items with participants on behalf of the VPs.Travel/Event ManagementCoordinate and book business travel (flights, transfers, hotels, restaurant reservations, etc.)Coordinate and book event venues, catering, restaurant reservations, etc. and provide additional support as needed for customer visits;Prepare and submit monthly expense reports and purchase requests.What Will Help You Succeed?Previous experience in an administrative function (Receptionist, Administrative/Executive Assistant, Office Manager) will be of greatest benefit. Other knowledge/experience and skills that will be considered assets are:Knowledge/ExperienceProficiency in MS Office 365 (Outlook, Word, Excel, PowerPoint, teams);Previous experience booking travel (knowledge of Concur is a bonus);Project management experience/exposure;Soft SkillsExceptional time management skills;Excellent communication skills (oral and written);Strong problem-solving skills;Resourcefulness;Anticipation.Mandatory RequirementsThe ability to obtain, and maintain, Government of Canada Secret (Level II) clearance.
calendar_today2 days ago