Executive Assistant & Operations Coordinator

Summary

The Position

As the Executive Assistant you will be an integral member of the Operations team working collaboratively with the Chief Operating and Development Officer and Operations VPs. You will support the Operations department ensuring that the teams are efficient and effective with an opportunity to influence and execute on goals. You will support with administrative tasks and on internal and staff-focused projects with a commitment to excellence in user experience.

What success looks like

• Provide a high level of administrative support to the CODO and Operations VPs and their teams in a professional and approachable manner
• Daily executive support to the CODO and Operations VPs for calendar and inbox management task lists invoice processing and signature requests
• Collaborate with Executive Assistants across business units to share information best practices and improve enterprise processes
  • WD Cal ownership and socialization
• Manage a range of inquiries being directed to the CODO; delegating as appropriate and drafting responses where required
• Coordinate meeting activities including briefing notes ensuring all details are completed for optimal efficiency and effectiveness for the parties involved
• CNO visitors
• Prepare Human Resources and Compensation Board Committee (HRCC) agenda meeting materials draft minutes and support communications between VP Talent &Culture and HRCC Chair (and CODO as needed)
• Coordinate Operations Team quarterly meetings create agenda scheduling invitations and presentations as needed
• Coordinate (OMT AND OLT exp) Operations Management leadership group
• Support internal comms including:
  • Technical lead for Town Halls assist with booking day of meeting management
  • Other plan events/
  • Support planning of all-staff events with Talent and Culture
• Support assigned Operations projects by ensuring they are kept on track and completed within the agreed timeframe
• Complete travel and expense reports with attention to detail
  • International visas itinerary building briefing material collection
• Prepare presentations correspondence and reports for management review
• Lead activities to follow through on action items that arise from meetings etc.

As our ideal candidate you will have:

• A combination of education and relevant years of experience demonstrating the needs of the role along with excellent computer organizational and administrative skills
• An aptitude for writing proofreading and editing; ability to present data in compelling and meaningful ways
• Previous experience preparing presentations and materials for a variety of audiences
• A proven track record in Project Management: able to thrive in a fast-paced evolving environment; demonstrating the ability to multi-task and prioritize
• The ability to operate with a sense of urgency and handle conflicting priorities by negotiating and managing expectations
• A flexible and adaptable work style; ability to collaborate with diverse personalities and styles; operating with professionalism tact and diplomacy
• Highly organized and able to help organize others
• Ability to work with limited information search for what you need and guide others to locate information (e.g. on SharePoint sites)
• Good technical ability (SharePoint OneDrive MS Teams AI tools etc.)
• A passion for mission driven work and personal values aligned with those of Plan International Canadas corporate values