Executive Assistant, Safety, Sales and Marketing

Job Summary

The Executive Assistant, Safety, Sales and Marketing is responsible for supporting the
Vice-President, Safety and Environment as well as the Vice-President, Sales and Marketing Petroleum and Chemicals (P&C). The role is accountable for completing general office operations, scheduling appointments and meetings as well functional project management, and administrative support. The incumbent coordinates special events such as townhalls and training seminars.

Main Responsibilities

Support and Administrative Management

·       Handle executive business travel arrangements both domestic and international

·       Anticipate changes and individual needs associated with pending meetings, and travel requirements

·       Handle a highly changing daily schedule, coordinate agendas as well as all arrangements for meetings ensuring preparation and availability for review

·       Assess and prioritize all issues for the executive offices

·       Monitor and handle all mandatory training, including rollout, and drive completion across functions and subgroups

·       Conduct research to prepare and gather briefing materials, agendas and decks for all executive level meetings

·       Ensure that quarterly and monthly team meetings are scheduled in advance

Business Management

·       Handle key corporate initiatives to ensure plans and visions have the resources assigned

·       Handle and support identified projects within established timelines to completion, with oversight by functional leaders

·       Review and pre-validate signing authorities on behalf of the executives

Communication and Events

·       Handle all events including business car train and investor trips

·       Handle all logistics for events (e.g., catering, travel, other needs of the participants and overall event plan)

·       Lead and plan recognition and engagement initiatives

·       Handle all office supplies, including proactive replenishment of executive suite resources on a biweekly basis

Working Conditions

The role has standard working conditions in an office environment with a regular workweek from Monday to Friday. Due to the nature of the role, the incumbent must be able to meet tight deadlines, handle pressure, and stress. The incumbent must possess a high level of discretion and judgement around sensitive and confidential information. The role requires minimal travel (10%) within Canada and the United States (U.S.).

Requirements

Experience

Administration

·       Minimum 5 years of experience working within a professional-level office managing daily operations at a senior management or executive support-level

Education/Certification/Designation

·       High School Diploma or General Educational Development (GED)

·       Bachelor’s Degree in Business Management or equivalent*

*Any designation for these above would be considered as an asset

Competencies

·       Collaborates with others and shares information

·       Leads by example for the safety and security of all

·       Demonstrates active listening

·       Communicates with impact

·       Collaborates with others and shares information

·       Demonstrates agility and drives change

·       Innovates

·       Applies critical thinking

·       Knows the business and stays current on Industry needs

Technical Skills/Knowledge

·       Knowledge of Microsoft Office (Outlook, Excel, Word, Tableau, PowerPoint)

·       Knowledge of CN’s internal systems, including Systems, Applications and Products (SAP), Performance Assessment Process (PAP), Dashboard, and Supplier Relationship Management (SRM)

·       Knowledge of CN Policies and procedures