Executive Services Advisor

Position Purpose

This position is responsible for providing a wide variety of highly confidential administrative support services associated with the functions of the Executive Services Department. The incumbent works closely with senior staff of Executive Services, including coordinating and providing confidential services accurately with discretion in a manner that is conducive to positive and effective employee, labour, and public relations. This is a confidential role with sensitive executive, personnel, and labour relations duties and input into labour relations and relevant confidential matters on behalf of the Employer, including access to highly confidential records and personnel files. This role primarily provides confidential support to: Executive Operations, including the CAO and Chair's Office; People, Safety and Culture; Corporate Communications and Engagement; and the Executive Leadership Team as required.

Key Accountabilities/Position Outcomes

• Provides coverage for the Executive Assistant to the Executive Offices, during which time provides confidential executive administrative support for the Chief Administrative Officer, Board Chair, General Manager of Corporate Services and the Manager of Executive Operations.
• Provides administrative support to the Corporate Communications and Engagement and People, Safety and Culture teams as required.
• Drafts correspondence, arranges and coordinates meetings, prepares and distributes agendas, takes meeting minutes, prepares briefing materials, and packages, and arranges travel.
• Provides a point of contact for the Executive Offices of the CRD.
• Coordinates and maintains various 'hard copy' file systems within Executive Services, including those within People, Safety and Culture that include employee personnel files and confidential human resource information.
• Assists People, Safety and Culture in providing a range of transactional human resources services including the actioning of employee lifecycle events including recruitment, onboarding, job, and employee data changes and offboarding within Human Resources Information System (SuccessFactors).
• Works collaboratively with the People, Safety and Culture and Corporate Communications and Engagement teams in supporting and delivering comprehensive initiatives, projects, and services.
• Coordinates the management of all records and documentation for Executive Services, maintains the Infolinx records management system including the storage, retrieval, and destruction of records for the Department.
• Prepares detailed and complex correspondence, reports, and statistical information.
• Plans and coordinates corporate events and meetings including securing venues, arranging catering, preparing materials, and overseeing event logistics from set-up to tear-down.
• Prepares business expense forms, processes invoices, and reconciles purchasing card expenditures.
• Maintains task monitoring systems for effective turn-around time on selected subjects.
• Maintains and orders an inventory of office supplies and other related materials; resolves business equipment malfunctions.
• Provides coordination and guidance as the SharePoint Champion for Executive Operations, Corporate Communications and Engagement and People, Safety and Culture and ensures that records are current, and information is easily accessible and retrievable.
• Ensures records and correspondence are properly authorized and that appropriate amendments are accurately made to files.
• Receives a variety of incoming documents for approval and tracks outgoing ensure approvals are completed, recorded, and circulated in a timely manner.
• Provides support and may backfill staff, including those with access to highly confidential human resource materials.
• Provides break and relief coverage to staff in the Executive Operations division and is a member of the Reception Relief Pool for Fisgard reception.
• Supports a variety of corporate wide initiatives, projects, and programs.
• Provides support to the Executive Leadership Team as required.
• Other duties as required.

Additional Information

• None

Qualifications

Certifications

Role Specific Knowledge, Skills, and Abilities

• General understanding of relevant legislation and concepts applicable to an Executive Office and support setting.
• Ability to understand policies and procedures.
• Proficiency and experience with SharePoint, MS Word, MS Excel, and Outlook
• Experience with enterprise resource systems such as SAP.
• Experience with human resource information systems, such as SuccessFactors, would be an asset.
• Experience with employee time management and approvals, invoice processing including those of a highly confidential nature, office supplies ordering and monitoring, and related processes.
• Ability to edit and proof correspondence with a high degree of accuracy, including materials of a confidential and sensitive nature.
• Excellent communication (verbal and written), customer service, public relations and partnering skills.
• Must be able to effectively establish and maintain positive relationships with staff and all levels of management.
• Ability to deal tactfully, courteously, and effectively with the public, staff, and management.
• Use good judgement to make decisions and take actions that move issues closer to closure.
• Ability to support staff, including senior staff and the public on a wide variety of issues.
• Demonstrate integrity, consistency, and support of CRD goals, objectives, and policies.
• Ability to work independently, organize workload and set priorities. Flexible and willing to change priorities to meet constantly changing and unrelenting deadlines.
• Ability to record accurate minutes and maintain records and proceedings on confidential matters.
• Able to utilize innovative effective problem-solving techniques to deal with technical HR issues.
• Excellent computer literacy to effectively operate HR office computer applications.

Leadership Profile

CRD Leaders are champions for creating an accountable, high performance, service-oriented organization that makes a difference in our community. They pay attention to shifts and trends in an ever-changing and complex environment and think strategically to serve residents, businesses and local governments today while developing a sustainable organization for the future. The following is a leadership summary for this position.

Business and Technical Support Services Contributor Level 3 (A3)

Leaders at this level are generally recognized as having developed specialized knowledge and skills in their area of expertise and respond to a range of moderately complex problems and situations. They respond to client needs and improve products or services in their own area, contributing to the achievement of the team goals. Working on assignments independently or with minimal supervision/guidance, they apply knowledge and skills to a range of activities and act as a technical resource to others in own area.

While CRD Leaders are accountable to all Leadership Competencies, the competencies listed below have particular relevance to this position. Click here for a complete definition of our Leadership Levels and Competencies.

Leadership Competencies