Executive Assistant (VP)

Description

Join our team

Are you looking for a career building opportunity that will have you engaged with multiple stakeholders throughout TELUS business?

TELUS Business Solutions is reimagining the blueprint of operational excellence to achieve an effective yet distinct competitive advantage for customer support and delivery.

We embrace new team members into our BCX culture and encourage the business to flex and thrive to full capacity with maximum growth and profitability.

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

Who you are

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, 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 for meetings to department staff, client meeting and beyond
• 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
• Organize and capture actions for leadership team meetings and ensure their timely execution
• Manage and prioritize calendar scheduling, travel arrangements, email requests and expenses for the VP and broader leadership team, as applicable
• 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 Microsoft Word, PowerPoint, Excel, Google Workspace and Outlook, SAP and other similar technologies
• Manage Purchase Orders and process legal and consulting invoices
• Coordinate hiring approvals, materials ordering, internal provisioning requests, real estate requests, maintain equipment and services
• 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

Qualifications

What you bring:

You've held similar positions, supporting senior executives, and have many of the abilities, acumen and experience points below:

• Strong interpersonal skills, and an ability to communicate in a professional manner with senior executive management, internal and external stakeholders (verbal and written)
• Tact, diplomacy, discretion, independent judgment and initiative used to work on assignments and communications of a sensitive and often confidential nature
• Proactivity; seeing opportunities around the corner and actively taking action or making recommendations
• Precise and effectively written emails; ability to edit correspondence and reports
• Resourceful, with the ability to prioritize, multitask and meet deadlines with minimal supervision to meet the needs of internal team members
• Willingness to work with a high degree of flexibility in responding to changing priorities
• Strong organizational skills with the ability to pay close attention to detail while under tight timelines
• Travel management including booking, coordination, adjusting and rapid response
• Ability to exercise initiative in adapting procedures to address unusual problems
• Ability to respond to communications on behalf of the executive in a timely and professional manner (phone, email, etc.)
• Help organize and drive leadership meetings, team and customer events including booking meeting space, organizing catering, etc
• You love coming into the office and working with an energetic and passionate team (minimum 4 days a week)

Helpful knowledge:

• Advanced knowledge of Google Workspace; 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; ability to work with complex spreadsheets
• 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:

• Minimum of 8 years of experience in a similar or equivalent role supporting one or multiple senior executives (VP level and above) in a large corporate setting (VP or C-Suite support experience would be an asset)
• Exposure to administrative support responsibilities in a senior management environment
• Business acumen
• Event management/coordination experience