Executive Assistant to the Vice President for People, Culture, and Equity

The Executive Assistant to the Vice President for People, Culture and Equity provides high-level administrative support, ensuring the efficient operation of the office. This role involves handling confidential information, managing schedules, coordinating meetings and assisting with special projects and events. The ideal candidate will possess excellent organizational skills, a strong attention to detail, and the ability to work independently.

Requisition ID: 831
Department: People, Culture and Equity
Employee Group: Professional, Management and Administration
Schedule: 40 Hours/52 Weeks
Compensation: OP4, $55,561 Annually
Benefits: Full Time
Reports to: Vice President for People, Culture and Equity
Posting Opens: 02/12/2025
Posting Closes: 02/27/2025

ESSENTIAL FUNCTIONS

Administrative Support

• Manage and maintain the Vice President’s calendar, scheduling appointments, meetings and travel arrangements.
• Screen and prioritize incoming communications (emails, calls and mail).
• Prepare and edit correspondence, reports, presentations, and other documents.
• Handle confidential information with discretion and professionalism.
• Respond to concerns and questions from internal and external customers
• Represents the Vice President for People, Culture and Equity as needed in meetings and other events internally and externally.
• Manage department budget and perform general monitoring of budgets within the People, Culture and Equity division.
• Maintain records of negotiation processes and bargaining sessions
• Prepare and maintain confidential material for collective bargaining.

Meeting Coordination

• Organize and coordinate internal and external meetings, including preparing agendas, materials, and minutes.
• Arrange logistics for meetings, such as booking conference rooms, setting up audio-visual equipment, and providing refreshments.
• Ensure follow up actions from meetings are tracked and completed.

Event Coordination

• Support the organization and execution of company events, workshops, and training sessions.
• Coordinate logistics, including venue selection, catering, and transportation.
• Coordinate event budgets and provide post-event evaluations.

Communication

• Draft and distribute communications on behalf of the Vice President.
• Act as a liaison between the Vice President and staff facilitating effective communication and collaboration.