Executive Assistant | Vice President's, CAIO

Join our team and what we'll accomplish together

The Chief AI Office (CAIO) team is on a continuous journey towards helping TELUS become a world-class leader in Artificial Intelligence products and solutions. We achieve this by delivering ML and data analytics capabilities built upon unified scalable platforms, advanced tooling, high-quality data, and fostering a product and platform-oriented culture.

As the Executive Assistant in CAIO, your customer-oriented mindset, genuine collaborative and professional style combined with your unparalleled organizational and interpersonal skills will be vital to success in this key role. Furthermore, your natural sense of initiative and your creative problem solving nature will serve well as you navigate through TELUS’ fast-paced, technical environment.

As a key member of the leadership team, reporting to two Vice Presidents within the Chief AI Office, this critical role is focused on thoughtfully and proactively managing numerous priorities and activities with a high level of professionalism, collaboration, enthusiasm and confidentiality.  

You enjoy being the go-to expert for a variety of executive level tasks. You are passionate about organization and process improvement, and talented at facilitating virtual correspondence. Your demeanor is personable, enthusiastic and professional, and you are able to take on ambiguity with tolerance while rapidly switching tasks and context with ease.

You enjoy coming into the office and being a part of a business ownership and entrepreneurial culture. You thrive in a fast-paced, dynamic setting, working alongside a team that is dedicated to serving TELUS customers across Canada and work in symbiosis with your leaders, their executive, external and internal stakeholders and have natural abilities to nurture relationships.

What You'll Do

• Act as the first point of contact for the VP’s, proactively handling their daily calendar, providing support in prioritizing and handling conflicting priorities.  Use judgment and knowledge of departmental issues, priorities and relationships to respond to requests for meetings by booking appointments or referring requests to department staff
• Act as a liaison with internal and external customers, vendors, and team members, managing and prioritizing business meetings and activities
• Screen and respond to incoming correspondence, inquiries and phone calls with tact and diplomacy
• Ability to respond to communications on behalf of the executive in a timely and professional manner (phone, email, etc.)
• Be available outside of normal working hours to provide support to the executive on urgent matters and tight deadlines as required
• Organize and capture actions for leadership team meetings and ensure their timely execution
• Organize and oversee monthly team meetings and learning sessions
• Help organize and drive leadership meetings, team and customer events including booking meeting space, organizing catering, etc.
• Manage and prioritize calendar scheduling, travel arrangements, email requests and expenses for the VP and broader leadership team, as applicable.  Travel management including booking, coordination, adjusting and rapid response
• Coordinate hiring approvals, materials ordering, internal provisioning requests, real estate requests, maintain equipment and services
• Follow up on deadlines and commitments to or from executives
• Process a variety of materials from draft format (dictation, handwritten notes) or detailed instructions, including letters, memos, reports, presentations utilizing Google Workspace, Google Slides, Google Sheets, Google Docs., SAP and other similar technologies
• Manage email distribution lists and send out official communications from the VP
• Prepare regular or ad-hoc reports for ongoing department programs such as recognition and training
• Manage special projects as required

What you bring

• Minimum of 5 years of experience in a similar or equivalent role supporting one or multiple senior executives (VP level and above) in a large corporate setting
• Post-secondary degree or diploma
• Advanced knowledge; multiple calendar management, comfortable dealing with multiple time zones, highly organized archiving skills
• Advanced knowledge of MS Office and Google Workspace; ability to create and edit documents and presentations according to branding and template standards
• SAP Knowledge and experience would be an asset

Great-to-Haves:

We are especially motivated to connect with people possessing one or more of the following:

• VP support experience would be an asset
• Business acumen
• Event management/coordination experience
• Experience in a large corporate setting
• Fluency in French would be an asset

Advanced knowledge of English is required because you will most of the time interact in English with external parties (clients, suppliers, candidates, external partners, etc.); interact in English with internal parties (colleagues, internal partners, stakeholders, etc.); and work with IT tools whose interface is only accessible in English as part of this position's main responsibilities given its international scope.