Executive Assistant, Chief Information Officer Job

The Chief Information Officer is currently looking for a senior administrative professional to fill the role of Executive Assistant. The Executive Assistant will provide support to the CIO. The successful candidate will also be required to support the planning and budgeting activities associated with the Office.

The Digital office has the mandate to digitize EDC’s business and is responsible to provide relevant and efficient technology solutions for the corporation and its clients. Its scope includes management and evolution of all of EDC’s infrastructure, platforms and applications as well as leadership of information security, architecture and data for the corporation.

A true partner for the Chief Information Officer, the incumbent will execute the following responsibilities with high levels of confidence, professionalism, empathy and a sense of humour: 

• Manage CIO calendar proactively, taking charge of daily and ongoing planning to ensure the effective use of time of the CIO, including protecting time for key meeting and document preparation. Forward thinking
• Set up meetings, and organizing events, including ownership of logistics (for example, owning agenda, collect/distribute meeting materials ahead of meetings). Support operational, strategic and planning sessions for the Financing and Investments senior management team
• Organize and book business travel (domestic and international) for the CIO, including coordinating program itineraries with staff for EDC’s business teams
• Prepare the CIO for all Executive and Board meetings, ensuring that relevant materials are ready for review in advance
• The incumbent would need to coordinate & collect Board required information from all parts of the organization and be able to standardize the formatting for distribution
• Ensure that all compliance reporting is completed in a timely manner
• Lead budget planning and quarterly forecasting activities for the office of the CIO
• Establish trusting working relationships with other Executive Assistants at EDC, as well as Executive Assistants in the offices of key contacts and stakeholders (for example, BDC)
• Manage the flow of information through the Executive's office, handling directly, or directing that information to the appropriate team for action and ensuring follow-up
• Follow-up on correspondence and requests for information
• Develop and produce reports as required
• Display complete discretion with respect to handling sensitive or confidential matters
• Maintain close and positive working relationships with the senior management team in Business Development
• Work independently, make decisions confidently and timely

The ideal candidate has demonstrated success as a partner to a senior level executive, thrives under demanding circumstances, exercises innate discretion and is comfortable working in both of Canada’s official languages. 

Discipline Summary 

• Supports general business operations by providing various administrative support activities as a generalist or in a combination of Disciplines in the Administrative Services Function
• Provides administrative support to Executive and/or non-executive employees or groups in the organization
• Uses business software applications to prepare correspondence, reports, presentations, agendas, minutes, or perform data entry
• Receives screens and directs incoming calls, visitors, mail and e-mail
• Arranges business travel, coordinate meeting arrangements, and/or track expense
• Identifies, enhances and follows specific processes and procedures to maximize the efficiencies of office work flows to which the support is being provided and make recommendations for enhancements

Screening Criteria

• Completion of secondary school
• Minimum 5 years’ experience in administrative/clerical field
• Solid knowledge in the operation of computer applications (e.g. Word, Excel, PowerPoint, Outlook and other related programs)
• Solid experience with budget processes and the monitoring of budgets
• Fluently bilingual in both official languages (French and English)

Assets

• Experience partnering with a senior executive
• Experience supporting a Board of Directors
• Experience using social media (for example, Twitter) is a strong asset
• Undergraduate degree in Business Administration or related relevant disciple
• Effective verbal and written communications skills

Salary Range

• $54,500 – $81,800 + performance-based incentive