Position Overview

This role will report to the VP, Human Resources providing high-level and confidential support to the HR Team as well as assisting other members of the executive team as needed.  This role will assist these leaders to more effectively manage of their time, execute on projects, complete day to day operational tasks and provide clear and consistent communication to key stakeholders.

Responsibilities and Deliverables

  • Act as an effective and active gatekeeper, using diplomacy skills to resolve problems and situations by taking appropriate actions to affect desired outcomes.
  • Build relationships and interact respectfully and confidently with internal executives, managers, employees and external contacts.
  • Proactively manage executive scheduling, travel arrangements, and expense reports.
  • Assist with managing email load, reviewing and responding to emails and prioritizing emails for the VP, Human Resources.
  • Assist with maintaining communications with both internal and external stakeholders.
  • Discrete handling of private, confidential and non-routine information; and understanding the difference.
  • Support planning and managing HR activities and other company events
  • Capture action items from team meetings and general discussions and track to completion. Following up accordingly with employees and/or team members to ensure action items are brought to closure.
  • Assist in preparation for meetings by preparing PowerPoint presentations, speaking notes, spreadsheets, agendas, other reports, etc.
  • Coordinate meeting attendees and scheduling including visitors and off-site employees.
  • Ensure meeting execution by preparing and executing conference calls, room bookings, agendas and presentations. 
  • Supporting employee communications including keeping employee postings up to date.
  • Manage and keep DISA employees credentials up to date.
  • General administrative and office support including but not limited to ordering catering and office supplies, visa invitations letters, data entry, file management, running basic reports, etc.
  • Provide backup support for HR Operations teams administrative activities
  • Coordinate and communicate with the Executive Team as appropriate

Organizational Alignment

  • Reports to the VP, Human Resources

Qualifications

  • Strong project management skills to organize priorities and workflow
  • Ability to manage and organize a high level of information flow
  • Innovative and creative thinker
  • Detail oriented with the ability to multi-task and meet demanding deadlines
  • Strong decision making and problem solving skills
  • Excellent customer focus, both internal and external
  • Strong oral and written communication skills
  • Strong skills in the Microsoft Office Suite
  • Interest and experience in using technology to improve work efficiency

Experience

  • Experience working with employees at all levels of the organization
  • 3-5 years of Senior Level Executive Support experience

Education

  • Post-Secondary Education with a diploma in Business Administration is preferred

Other Requirements

  • Please note that this role requires a satisfactory Criminal Background Check and Public Safety Verification

 

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