Administrative Assistant, Human Resources (12-Month Contract)

Reporting to the Vice President Commercial and Regulatory Affairs the Administrative Assistant provides a wide range of confidential executive level administrative support to the Vice President (VP) ensuring the smooth operations of the fast-paced office and contributing to the overall efficiency and effectiveness of the VPs role.The Administrative Assistant also provides indirect assistance to various Human Resources functions duties and initiatives.

POSITION ACCOUNTABILITIES

• Provide a broad range of confidential executive administrative support to assist in maintaining the effective and smooth operation of the Vice President Commercial and Regulatory Affairs activities schedules and office administration.
• Manages the VPs calendar across multiple time zones including the coordination of complexexecutive meetings internal and external activities and proactively addressing conflicts andprioritizing appointments using a variety of online meeting platforms.
• Maintains a schedule of regular meetings with members of the PRPA Executive Team Board ofDirectors Committee Chairs instrumental PRPA employees and members of the HumanResources team to gage the pulse and progress of key strategic indicators of the PRPAStrategic Plan.
• Arranges complex and detailed travel plans for VPs travel and accommodation for attendanceat conferences and meetings may include domestic and international as required. Preparesreconciles and processes associated expense reports.
• Assists and supports the VP in preparation of the departments strategic initiatives documentsand special projects including preparation and reviewing of briefing notes
• Assists in the development of highly confidential Human Resources Planning documentsManagement Reports Board of Directors submissions etc.
• Interacts with members of the Board of Directors Executive Leadership Team seniormanagers/directors and administrative support staff across the organization to conveyinformation and professionally represent the interests of PRPA.
• Prepares drafts and proofreads a variety of public and confidential documentscorrespondence memoranda presentations reports contracts and proposals including thosefor Board and Executive audiences.
• Ensures VP is aware of time-sensitive tasks and/or deliverables such as background briefingmaterials for meetings conferences or appointments.
• Participates in ad-hoc event committees and assist with meeting preparations assist in thedevelopment of draft agendas gather background materials attend and record proceedingsprepare and distributes minutes and take follow-up actions where required.
• Provides a bridge for smooth communication between the VPs office and internal departments;demonstrating leadership to maintain credibility trust and support with senior managementstaff.
• Liaises with external organizations on behalf of the VP to respond to and/or share informationand ensure follow-up by relevant personnel on emergent issues.
• Participates in departmental and project meetings for purposes of recording activity meetingdiscussions action items and outcomes for corporate records.
• Proactively identify issues projects and activities to ensure the VP is made aware of urgent andemergent issues as appropriate.
• Assists in the departmental procurement process for the securement of Consultant andSpecialized External Services including the drafting of Services Agreements the processing ofpurchase requisitions and invoices are authorized for payment and submitted for payment.
• Assists in budget development monitor monthly departmental expenditures and process VPexpense reimbursements and invoices.
• Provides administrative support to the Executive Offices as required.
• Performs other duties as directed by the VP.

WORKING CONDITIONS

• Works predominately in an office environment.
• Regular full-time position (37.5 hours per week). Regular working hours are Monday to Friday 8:00 AM to 4:30 PM with a one-hour lunch break (unpaid).

JOB SPECIFICATIONS

• Diploma in Business Office Administration or related field.
• Post-secondary education in Human Resources is an asset.

Related Experience

• Minimum 3 years progressive experience in a corporate business environment at the seniorlevel.
• Excellent computer skills including proficiency in Microsoft Office 365 especially MicrosoftWord Excel Outlook PowerPoint One-Drive/SharePoint and Teams.
• Experience working with or the ability to quickly learn a computerized Human ResourcesManagement System and similar software applications is an asset.

Other Requirements

• Commitment to PRPAs Vision and Mission.
• Well-developed communication and interpersonal skills to effectively communicate andcollaborate across all levels within and outside the organization.
• Demonstrated ability to employ tact and discretion in preparing disclosing and handlinginformation of a confidential and/or sensitive nature.
• Proactive in anticipating needs and seeking out solutions forward-thinking and able to identifyareas where you can support even if not directly requested.
• Excellent organization time management and attention to detail.
• Strong writing skills are essential including correspondence reports presentations andminute-taking.
• Resilient. Embraces and thrives on change. Able to work in a fast-paced environment withdemonstrated ability to handle multiple completing tasks and demands while maintaining apositive attitude in the face of changing deliverables.
• Enthusiastic and self-motivated. Works well individually as well as in a team environment.
• Basic knowledge of related Canada labour laws.
• Able to obtain security clearance under Transport Canadas Security Clearance Program.
• Possess valid Class 5 Drivers Licence.

The base hourly range for this role is $33.88to$42.35

Equity Diversity Inclusion and Belonging are at the heart of PRPAs culture and play a vital role in our growth strategy. We are committed to ensuring that everyone feels a sense of belonging and can contribute to their maximum potential. Our differences are the reason great things happen here. If you are an applicant in need of accommodation or special assistance throughout the interview process please submit a request by email to.

Individuals of Indigenous descent are strongly encouraged to apply.

Required Experience:

Junior IC