Executive Assistant (4 Month Contract)

SUMMARY:
The primary purpose of this role is to provide quality and confidential assistance to the Vice-President, Human Resources and Health & Safety and the Senior Director, Labour Relations in the day to day support of their positions and by being a resource to the overall Human Resources Department. The incumbent is required to ensure a high level of confidentiality and professionalism in the execution of their responsibilities and exceptional service to our internal and external customers.

SPECIFIC RESPONSIBILITIES:
- Provide administrative support to the Vice President, Human Resources and Health & Safety and the Senior Director, Labour Relations and support as required for the overall HR and Labour Relations departments.
- Proactively manage and address inquiries and distribute mail.                
- Manage calendars, appointments, meetings and all matters pertaining to the schedules, as required.  Make necessary arrangements for internal and external meetings including room reservations, refreshments and audio/visual equipment.                
- Maintain confidentiality in the preparation of various HR or LR proposals and correspondence.
- Manage the Company Bereavement program, including notices and ordering of flowers and donations.
- Administer and manage various daily, weekly, monthly or annual programs such as postings, service recognition programs and the annual service recognition event. 
- Administer the quarterly store recognition program including the responsibility for the budget, invoices and communication.         
- Maintain accurate files and employee profiles for senior management.
- Receive incoming unionized employee request forms from stores and update Collective Bargaining Agreement lists accordingly.                
- Update each Collective Agreement, including preparing all correspondence and documentation pertaining to the negotiation and administration of each Collective Agreement.    
- Input contract comparison changes and information as required.                
- Manage, under direction, leave of absence requests received from applicable union(s), securing approval and preparing related correspondence and internal tracking information.     
- Prepare the external counsel billing summary and Arbitrator billing.
- Responsible for the administration of the SAP weekly payroll process for a specific group in the department.
- Responsible for department supply orders. 
- Update and prepare, as required, travel log information and expense reports. 
- Administer and track all invoices, budget information and all miscellaneous follow-up files.
- Set up meetings, arrange airline tickets, hotels and transportation as required.        

QUALIFICATIONS:                    
- College diploma with 5 - 7 years of related work experience                 
- Intermediate computer skills and knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint) and SAP                
- Flexibility to handle ad hoc project work                
- Ability to work compatibly with management and administrative personnel throughout the company
- Strong organizational capabilities, sense of urgency with an ability to prioritize work daily while providing accurate and quality work at all times.            
- Professional level of verbal and written communication and interpersonal skills
- Above average keyboarding skills (accuracy and speed)    
- General knowledge of store operations and administrative roles in the organization is an asset.    

RELATIONSHIPS:
The position is in contact with various departments in the Corporate offices, Toronto Offices and Distribution Centres and Stores in the performance of the various duties.  The external contacts include and are not limited to Vendors, Suppliers, Consultants, Hotels, Travel Agent, Unions and Customers.

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