Overview
Executive Assistant – WARO Jobs in Mansfield – Canada at IDRC.CRDI
Location: Mansfield
Job Summary
Under the direction of the Regional Director (RD), the Executive Assistant (EA) provides a variety of administrative, coordinating and logistical services to the RD’s office. The incumbent also coordinates meetings and travel for visitors coming to the regional office.
The Executive Assistant needs to maintain an in-depth knowledge of IDRC in order to respond or re-direct general requests for information and liaise with other offices of the Centre, and representatives from other institutions. The incumbent ensures his or her work efficiently and effectively provides administrative services in the RD’s office by taking advantage of the electronic information management systems in place (ex.:
SharePoint, Outlook, etc.). The incumbent uses tact and diplomacy when dealing with every employee and external stakeholder and also performs his/her work by respecting confidentiality of information as well as IDRC policies and procedures, which include living up to IDRC’s code of conduct.
Primary
Duties
and responsibilities
Administrative Support to the Regional Director’s Office
Manage the day-to-day operational and administrative activities of the Regional Director by organizing the flow of work, prioritising incoming requests, maintaining a control system by using corporate electronic tools and systems in place, and following-up to ensure timely response.
Set and monitor the Regional Director’s schedule by planning his/her agenda, booking appointments, meetings, travel, holidays, absence notifications, etc. The incumbent needs to be vigilant regarding time management to efficiently support the RD. Time is often of the essence.
Screen correspondence, respond to requests for non-technical information by correspondence and on the phone, draft correspondence on general inquiries for the Regional Director’s signature, assemble and summarize information necessary for preparing a reply by the Regional Director.
Answer and screen telephone calls, provide routine and general information, redirect calls and correspondence to the appropriate person, as required.
Proactively, obtain, compile and extract information from files, Centre databases, and other sources, or as requested by the Regional Director, in preparation for meetings and management bi laterals and to provide information to internal and external audiences.
Follow corporate guidelines in maintaining confidential records for the Regional Director as well as country agreements between IDRC and countries in the region. Use available information technologies to prepare confidential correspondence relating to personnel and other sensitive matters within the office, distribute it to those assigned to receive it, ensuring reception, especially by those recipients in the office.
Record administrative actions and decisions on the files which the Regional Director manages, take note of follow-up actions required, file documents electronically (or in hard copy when there are no alternatives), maintain control system of decisions and follow-ups by taking advantage of corporate management information management systems (SharePoint, etc.).
At the request of the Regional Director, extract from corporate systems tracking reports on project completion reports (PCR) for which the Regional Director …
Title: Executive Assistant – WARO
Company: IDRC.CRDI
Location: Mansfield – Canada
Category: Administrative/Clerical, Hospitality / Hotel / Catering
