Executive Assistant

Reporting to members of the Executive Team

The Executive Assistant is responsible for the day-to-day administrative duties of four members of the Executive team. In addition, the individual will be responsible for coordinating and managing the fulfillment of tickets and implementation/execution of SXM contests for ticket winners.

Job Details

Accountabilities

  • Maintain all aspects of the Executives’ schedule including coordinating appointments, meetings, travel, and events
  • Coordinating travel and events for the Executive team members as required
  • Extensive and detailed filing for the Legal team
  • Maintain appropriate levels of discretion and confidentiality
  • Assemble relevant materials required for meetings
  • Manage and coordinate fulfillment of ticket requests for each business unit
  • Update and track SiriusXM department ticket value banks providing monthly reconciliations to business units
  • Assist in development and execution of ongoing subscriber contests including management of translation/adaption, filing with The Regie and creating a database of all contest winners
  • Fulfil prizing elements for SiriusXM contest winners – including contracting contest winners, arranging and booking travel and accommodation and coordination of tickets/access with external partners
  • Handle day-to-day correspondence and communications, draft correspondence and reports
  • Develop, organize and maintain electronic and paper information filing
  • Import files, graphs and other relevant tools to prepare spreadsheets
  • Prepare meeting materials, provide hands-on support during meetings and preparation of minutes
  • Maintain current understanding of company policies and operating procedures
  • Administer expense reports for approval, including reconciliation of credit card statements to business receipts
  • Order stationery and other supplies; ensure appropriate amounts and inventory levels
  • Answer incoming telephone calls, take detailed messages and/or redirect calls as appropriate
  • Open and distribute incoming mail; fax and scan
  • Administer credit card program
  • Lead monthly birthday recognition program
  • Engage with Executive direct reports to ensure deadlines are met and work is submitted in timely manner
  • Maintain specific reports and presentation creation for supporting team members
  • Perform other related office duties and participate in special projects as required; provide backup telephone duties

Knowledge and Skill Requirements

Level of Education

  • Post-secondary or community college degree

Job Related Experience

  • Minimum 3 years’ relevant administrative experience

Skills and Background

  • Advanced Microsoft Office skills including Word, Excel, and PowerPoint
  • Excellent organization, time management, and communication skills
  • Demonstrated written and verbal communication skills with proficiency in English grammar
  • Ability to multitask, assessing, and managing priorities
  • Ability to meet deadlines, escalating concerns as appropriate
  • Ability to grasp complex forms
  • Ability to work independently to complete tasks, proactively solve problems, and learn new concepts
  • Excellent and pleasant phone manner
  • Exceptional attention to detail
  • Demonstrated self-starter; takes initiative and is willing to learn
  • Willingness to work flexible hours as needed
  • Strong work ethic
  • Demonstrated team player

Communications

  • This position requires normal tact and courtesy to maintain ongoing working relationships, as well as solid written and verbal skills to effectively respond to inquiries.

 

As a result of the COVID-19 pandemic and the need to strengthen and promote health protection within SiriusXM Canada, employment is conditional upon the ability to provide authorized proof of full COVID-19 vaccination status, at least 14 days prior to starting employment with SiriusXM Canada. SiriusXM Canada acknowledges its obligations under the applicable human rights legislation and will comply with its duty to accommodate in appropriate cases.

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