Executive Assistant

Purpose: 

Assists the Executive Officers in coordinating, managing, and overseeing their day-to-day activities.  

Ensure the Executive Officers are relieved of as much routine work as possible and act as the primary point of contact for internal and external communications.

Roles & Responsibilities:

Assists the Executive Officers in coordinating, managing, and overseeing their day-to-day activities. 

• Act as the primary point of contact for internal and external communications, ensuring prompt follow-up and rerouting requests to appropriate parties. 
• Upon request, receive, screen, respond to, and prioritize incoming mail and telephone calls, including those of a highly confidential or critical nature. 
• Manages the Executive Officer’s email and calendar 
• Draft, review, and manage communications and respond to inquiries about initiatives, forwarding requests to appropriate employees. 
• Conduct research, fact-checking, and analyses, providing detailed reports, correspondence, background files, and recommendations as required. 
• Assist with HR processes, form preparation/submission, documentation, and carrying out tasks related to hiring, onboarding, offboarding, and performance management for direct reports. 
• Assist with budget tracking and reporting as required.
• Review, approve, and submit invoices, expense reports, timesheets of direct reports, and coordinate cheque signings. 
• Manage schedules, appointments, and travel arrangements. 
• Maintain an organized filing system, both digital and physical, ensuring easy access and retrieval of documents in accordance with executive services standards.  
• Regularly archive and manage the storage of outdated or inactive files, ensuring compliance with records management and document retention policies. 
• Securely handle sensitive and confidential information, maintaining strict confidentiality and ensuring appropriate access controls. 
• Handle photocopy and scanning requests. 
• Fully utilizes all currently available technology to track and manage day-to-day activities and projects and keeps current on training for new and existing technology. 
• Collaborate with the Executive Assistant to the Executive Director, the other Executive Assistants, and the Executive Services Manager as required to ensure proper responses and follow-up 
• Act as a designated stand-in for the other Executive Assistants to the Executive Officers during short-term absences, such as vacations, as required. 
• Serve as backup for MCK Reception when all other options are exhausted.  
• Provides backup support for the invoice approval process, including monitoring the shared inbox, verifying invoices, reviewing sole source and procurement checklists documents. 
• Facilitating Executive Officer signatures via Adobe Sign and tracking process from start to finish.

Provide project coordination support  

• Oversee specifically assigned files and projects, reporting back to the executive officer on task completion or progress and highlighting any difficulties that are encountered.  

• Provide administrative support for projects and initiatives.  

• Assist with logistical aspects and monitoring of project budgets.  

• Facilitate communication and act as a liaison between the executive officer, the project team, and other stakeholders.  

• Distribute project updates and reports and maintain project files, ensuring proper organization, version control, and access controls.  

• Monitor project timelines, milestones, deliverables, and follow-up on task completion.  

• Maintain an overview and dashboard of projects, committee/portfolio work, and files using the tool selected and used by the Executive Office, ensuring the Executive Team, Executive Services Manager, and Executive Assistant to the Executive Director have access.  

Provide meeting, working group, and committee coordination support services 

• Organize, prioritize, schedule, and coordinate meetings, events, and activities, ensuring alignment with organizational timelines and priorities.  

• Coordinate meeting logistics, including booking venues, setting up and testing audio/visual equipment, and ordering/preparing refreshments.  

• Prepare and distribute agendas in consultation with committee members and stakeholders.  

• Prepare, compile, and distribute meeting materials, including reports, briefings, presentations, and background information.  

• Accurately record meeting minutes or notes, capturing key discussions, decisions, and action items.  

• Promptly distribute meeting minutes or notes to participants and relevant stakeholders.  

• Prepare records of decisions, memos, updates, follow-up actions, or other documents and ensure they are communicated to stakeholders.  

• Maintain clear records of decisions and communications for reference in accordance with executive services standards.  

• Maintain comprehensive records of committee activities, decisions, and communications.  

• Track follow-up actions and ensure their completion within designated timeframes.

Education & Experience:

• DEC in Office Administration or a similar field, plus one (1) year of relevant experience. 

OR 

• DEP in Secretarial Studies or a similar field plus three years of relevant experience. 

OR 

• High School Diploma, plus five (5) years of relevant experience. 

Knowledge, Skills, Abilities:

• Excellent administrative and secretarial skills, including knowledge of filing principles. 

• Knowledge of general office practices and office equipment. 

• Sound planning, time management, and analytical skills. 

• Attention to detail and accuracy. 

• Ability to use judgment, take initiative, and apply various problem-solving techniques when necessary. 

• Superior verbal and written communication skills in English, including proper grammar, syntax, punctuation, and style. 

• Excellent organizational skills with the ability to multi-task and prioritize. 

• Capability of recording and transcribing meeting minutes and notes. 

• Aptitude to give and follow verbal instructions. 

• Knowledge of Microsoft 365 applications, including Outlook, Word, Teams, OneDrive, and SharePoint with a proficiency in the use of remote technology. 

• Knowledge of project management programs is an asset. 

• Demonstrates professionalism, discretion, and courtesy when interacting with internal and external clients, fostering positive and respectful working relationships. 

• Maintains confidentiality. 

• Adhere to the MCK Policies and Kanien’kéha Language initiatives. 

• Ability to communicate in the Kanien’kéha and French languages is an asset. 

• The willingness to learn the Kanien’kéha language. 

Working Environment:

• Five-day work week is performed in an office environment. 

• Moderate stress due to workload. 

• Occasional overtime.

Requirements:

Please address your application to MCK Human Resources. Forward your complete application via e-mail only to:   Applications@mck.ca

• Ensure complete applications are submitted, including Letter of Intent and Resume. Incomplete applications may not be considered. 
• Only candidates selected for an interview will be contacted.
• Preference will be given to Indigenous candidates.
• When adding attachments, please use PDF format. Any other formats may be blocked from our system.

ALL REQUIRED DOCUMENTS MUST BE SUBMITTED BEFORE THE DEADLINE FOR YOUR APPLICATION TO BE CONSIDERED