Executive Assistant

What are your contributions to the team?

• Adhere to Bombardier General Work Requirements
• Provide clerical and administrative support to Director(s) and above at least 50% of the time
• Recommend and advise Director(s) on departmental matters of administration and communication as necessary in assisting to manage a complex and fast-paced office environment
• Advise and update Director(s) on client, business and/or employee issues
• Handle routine customer, interdepartmental or personnel matters using independent judgment including acting as a liaison and coordinator on behalf of Director(s) on matters of policy, routine head office issues, or subjects involving the Finance, HR or Legal Departments as delegated by the Director(s)
• Design, create, implement, and/or troubleshoot Microsoft databases and spreadsheets to standardize processes and eliminate repetitious tasks, for example, programming macros, linking various spreadsheets and/or databases, creating switchboard menus, and assigning security
• Train other employees and respond to questions concerning the operation of customized databases and/or spreadsheet applications
• Prepare or edit presentations and communications on behalf of Director(s) using independent judgment and often with limited general instruction
• Prepare, analyze and audit expense reports for approval of Vice President
• Prepare statistical reports on an ad-hoc basis to management for purposes of tracking information
• Plan and coordinate logistics for on-site/off-site special events such as business meetings, seminars, and employee training involving multiple areas within assigned department by making necessary arrangements
• Provide input and recommendations to assist in the development and implementation of internal operating procedures and systems
• Prepare and initiate department-wide mass communications for review of management prior to distribution
• Formulate and interpret management policies as requested by customers and employeesAct as a liaison for Director(s) in managing email correspondence by responding in writing or verbally, as broadly delegated using independent judgment and experience
• Authorize the expenditure of funds within pre-approved levels by the Director(s)
• Record dictation, transcribe, and proofread documentation

How to thrive in this role?

• You have thorough knowledge of company policies and procedures applicable to assigned area
• You have thorough knowledge of operational processes and workflow for assigned area
• You have thorough knowledge of various files and filing system(s) for assigned area
• You have thorough knowledge of point-of-contacts for support functions of assigned area, for example, HR, payroll, purchasing, facilities, and travel
• You have thorough knowledge of computerized applications, for example, word processing, spreadsheet, database, and presentation software as required by assigned area
• You have thorough knowledge of auditing expense reports, purchase orders, invoices, and related documents to verify accuracy
• You have skills necessary to manage time and prioritize tasks
• You have ability to work in a team environment with all staff in Bombardier Aerospace Corporate offices, departments and applicable associated vendors
• You have ability to provide direction to other employees as applicable
• You have ability to use discretion with customers and staff
• You have ability to understand complexity of client relationships and status of accounts for upper management