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EXECUTIVE ASSISTANT TO;  VP ENGINEERING – STRATEGIC PROJECTS

 

Reporting directly to the Vice President – Strategic Projects, the Executive Assistant provides administrative support at our Bradford facility. This position requires experience in executive support, exceptional attention to detail and the ability to thrive in a fast-paced and dynamic environment with constantly evolving priorities.  They are experienced in working with all levels of an organization, communicating with sensitive stakeholders, and maintaining professionalism and utmost confidentiality. 

The ideal Executive Assistant must be a dynamic, high-energy individual with proven organization and time management skills. They will exhibit exceptional communication skills and shall ensure that key stakeholders who interact with senior management, Engineering, Operations and other departments within the company tactfully addressed.  The role will include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office.

 

MAIN RESPONSIBILITIES:

 

  • Provide administrative support, including calendar management, booking travel and tracking expenses etc.
  • Work closely and effectively with the VP to proactively keep him well informed of upcoming commitments and responsibilities.
  • The ideal individual will be highly self-motivated and exercise exceptional judgment and discretion in a variety of high-pressure situations. 
  • Ability to multitask and prioritize daily workload
  • Prepares Eningeering/Project presentations by compiling data; developing presentation formats and materials.
  • Tracks expenses by tracking, consolidating, analyzing, and summarizing expenses; forwarding for reimbursement using company technologies.
  • Booking meeting arrangements, preparing reports and maintaining appropriate filing systems.
  • Plan meetings and take detailed minutes
  • Write and distribute email, correspondence memos, letters, faxes and forms
  • Assist in the preparation of regularly scheduled reports
  • Develop and maintain a filing system
  • Supports VP’s Direct Reports to ensure the smooth flow of information and activities in a multifaceted operation with ever-changing priorities
  • Handles sensitive information appropriately and uses good judgement in problem solving. Handles and prepares all aspects of confidential and sensitive documents, ensures critical timelines are met
  • Oversees the email of the VP Strategic Projects as required, handles sensitive information appropriately and uses good judgment in problem solving
  • Coordination of travel arrangements (accommodation, flights, vehicles, etc.) as requested
  • Prepares agendas, attends meetings, schedules and takes minutes at internal and external meetings as requested
  • Maintains a close working relationship with other departments within the company
  • Composes, reviews, and follows through on internal and external communication with a commitment to accuracy and attention to detail
  • May serve as the primary point of contact for internal and external stakeholders on business matters and local office matters
  • Manages and performs office responsibilities including ordering supplies, couriers, and occasional reception
  • Assists with internal and external communication efforts: organizes and coordinates special events and projects
  • May support related projects and conduct research as required

 

 

Qualifications:

 

  • Minimum 5-8 years’ experience providing administrative support for senior management in a fast-paced environment
  • Strong working knowledge of Microsoft, Adobe and Office 365
  • Experience in domestic and international travel coordination
  • Experience with Concur or similar conferencing service systems
  • Ability to handle detail of a highly confidential and critical nature
  • Experience with technical documents related to Engineering and Construction.
  • Demonstrates proactive approaches to problem-solving with strong decision-making capability
  • Excellent interpersonal skills and proven ability to build relationships with internal and external staff at all levels
  • Experience successfully working in a fast -paced environment with demanding and/or shifting deadlines
  • Flexibility to provide support outside regular hours as/when needed
  • Thorough knowledge of corporate communications, spelling and grammar
  • Exceptional written, verbal and interpersonal communication skills
  • Ability to inspire trust and confidence in relationships with others; the ability to exercise diplomacy when dealing with customers and to provide leadership, organizational and decision-making skills
  • Consistent, honest and dependable with a good sense of humor

 

 

We would like to thank all applicants for their interest but only those selected for an interview will be contacted.

 

 

Aurora Cannabis Inc. is an Equal Opportunity Employer.


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