Executive Assistant

JOB DESCRIPTION

Executive Assistant

As WorkplaceNL’s Executive Assistant you will be accountable for providing executive-level support and administrative services of a confidential nature to the Vice President of Prevention and Workplace Services and the Chief Financial and Information Officer (CFIO), making routine administrative decisions on behalf of the executive team. The position also provides executive-level support services to the CEO, the Board Chairperson and the Board of Directors in the absence of the Executive Assistant to the CEO/Board of Directors and Executive Department.

Role Responsibilities

• Demonstrates empathy for clients of WorkplaceNL and communicates professionally and diplomatically with the public, employees and government officials. You will communicate the requirements of WorkplaceNL and the executive team, upon request.
• Manages client inquiries directed to the CEO originating from MHAs, MPs, and other government officials. This position logs, tracks and provides quality assurance on responses prepared by the department for review and approval for the VP, or others members of the Executive, using knowledge acquired from systems, policies and procedures.
• Liaises with senior executive and departmental directors to maintain the daily workload by organizing, recording, distributing, data capturing, reporting and expediting the flow of work and undertaking responsibility designated, while demonstrating the ability to meet rigid timelines.
• Encompasses specialized administrative, secretarial and clerical duties which require exceptional organizational, interpersonal, verbal and written communication and coordinating skills for the preparation of material, scheduling of meetings and assisting in the development of agendas.

Essential Skills and Qualifications

• Completion of a two-year Secretarial/ Office Administration Program;
• Five years related experience working with senior management teams;
• Additional training in business administration, executive-level support or board governance would be an asset;
• Strong knowledge of information practices and systems are required;
• Proficiency with Microsoft applications, computer software and document management systems;
• Thorough knowledge of the overall function of WorkplaceNL and its various departments;
• Exemplary communication (oral and written), office management and interpersonal skills would be an asset, to support liaising with other areas in the organization as well as the minister’s office, various government officials and stakeholders; and,
• Demonstrated ability to exercise initiative and judgment along with strong coordination skills.

What does success look like in this role?

• Works with minimal direct supervision in a high-pressure environment with critical and competing demands.
• Great attention to detail in achieving rigid timeframes, producing quality reports and correspondence and a demonstrated empathy for clients of WorkplaceNL.
• Communicates professionally and diplomatically internally and with stakeholders, including executive members, primary stakeholders, sector councils and industry associations. Logs phone calls and ensures required action is carried out expediently.
• Skilled and experienced working collaboratively in team environments

An eligibility list may be established from this competition to fill future vacancies within a period of six months from the date of this posting.

We thank all candidates for their interest; however, only those selected for further consideration will be contacted.

For more information, please visit www.workplacenl.ca

ABOUT US

At WorkplaceNL, we focus on improving quality of life for the people of Newfoundland and Labrador through safe workplaces and support for our clients. We provide occupational health and safety education and help prevent workplace injury and illness. We also provide compensation and support to workers, and their employers, during recovery and return to work.

WorkplaceNL