EPCOR Careers

Description

• Providing input to the annual administrative plans and directions ensuring on-going appropriate relationships with other positions.

• Supporting the Executive Assistant with specific projects or initiatives (i.e. event planning and logistics, report coordination, meeting attendance, etc.).
• Providing comprehensive support to the SVP in the absence of the Executive Assistant.
  • This includes all regular duties in the administrative assistant position and assisting the SVP with all inquires.

• Ensuring:
  • the delivery of optimal results against appropriate performance metrics.
  • that work is accurate and timely.
• Organizing records and on-line materials for ready intuitive reference.

• Coordinating meeting logistics, schedules appointments and accepting meeting planners for the office of the Directors.
• Developing, compiling, copying and distributing meeting agendas and related materials.
• Arranging Conference/Video calls.
• Maintaining meeting files for the Directors.
• Acting as a point of contact in the Directors absence, reviewing emails, screening or redirecting calls and providing information to callers.  
• Handling sensitive and confidential information with utmost discretion and professionalism.

• Attending meetings as required to manage meeting materials, taking minutes and tracking actions and decisions.
• Coordinating off-site business meetings and team events; communicating with external facilities to arrange for rental accommodation and related support (eg. catering).
• Coordinating catering orders for business meetings where required.

• Drafting, reviewing, preparing and formatting documents, correspondence and presentations as required. Proofing all material to ensure it is readable and error free.
• Maintaining distribution lists for internal communications including memorandums and team talks.
• Maintaining a current file key and ensuring file retention and archiving in accordance with records management standards.
• Anticipating Director’s needs and proactively addressing administrative tasks.

• Compiling information from various groups for regular business reports, coordinating the finalization and posting of the report.
• Running reports in Oracle or ERS, exporting information in excel and formats materials for presentation and/or distribution.  (ex. Absence reports, near miss reports, training reports, incident closure reports)

• Coordinating logistics for travel.
• Tracking mileage and filing expense claims for the Directors.
• Administering all Travel & Training requests.

• Processing POs and invoices required.
• Reconciling P-cards for the Directors.

• Ordering/maintaining materials and supplies as required.
• Coordinating office moves/new hires
• Completing TSRs as required.
• Liaising with help desk, IS or facilities to resolve workspace issues.
• Ordering Business Cards.

• High school diploma (GED, or equivalent level of secondary education)
  • Administrative Professional Certificate or Business Administration Diploma from a recognized post-secondary institute would be an asset.
• 3+ years of directly and progressively responsible experience in a senior administrative related position which will include:
  • General administrative support and coordination for senior leaders.
  • Calendar management and meeting logistics.
  • Document and records management.
  • Managing multiple priorities, administrative coordination and logistics.
  • Event planning/coordination from start to finish.
  • Reconciling P-cards/expenses and invoices.
  • Proficient in Microsoft Office suite 365, Outlook, MS Teams and Oracle.
  • Skills and knowledge with ERPs and SharePoint.

• Well-organized, detail-oriented, ability to multi-task with great follow-up skills.
• Proficient in developing systems to organize workflows, assure quality and provide timely services.
• Proven ability to prioritize while managing competing priorities and meeting deadlines.
• Ability to actively listen and use creativity to solve issues that arise.
• Professional and polished demeanor.
• Advanced skills and administrator knowledge in SharePoint design would be an asset.

• Final Wage and Step will be determined at the time of selection and is based on a combination of factors as outlined in the CA that may be found online and are subject to change based on the ratification of the new Collective Agreement.

• A requirement of working for EPCOR is that you are at least 18 years of age, successfully attained a high school diploma (GED, or equivalent level of secondary education) and legally entitled to work in Canada. (A copy of a valid work permit may be required.)
• If you are considered for the position, clearance on all applicable background checks (which may include criminal, identity, educational, and/or credit) and professional reference checks is required. Some EPCOR positions require an enhanced level of background assessment, which is dictated by law. These positions require advanced criminal record checks that must also be conducted from time to time after commencement of employment.
• A technical/practical assessment may be administered during the selection process and this exercise will be used as a part of the selection criterion.
• To meet the physical demands required of some positions, candidates must be in good physical condition and willing to work in all weather conditions. Clearance on pre-placement medical and drug and alcohol testing may be required.