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Executive Assistant, TDS

Location: 

Vancouver, BC, CA

Closing Date: June 30, 2021

 

Based in the Vancouver head office, the Executive Assistant, TDS is responsible for all administrative support and assistance to the Head of TDS and the Directors of TDS as well as providing general administrative support for the TDS department. 

 

 

Responsibilities:

  1. Provides administrative support to the Head of TDS and Directors of TDS: 
  • Coordinate and maintain calendars with keen attention to detail to ensure effective management. 
  • Brief the Head of TDS before meetings with appropriate background information including agendas, documentation, etc.
  • Co-ordinate logistics and arrangements for regular and ad hoc internal or external meetings and events.
  • Coordinate all travel arrangements with maximum efficiency and accuracy.  Prepare travel itineraries and agenda packages in connection with business travel.
  • Handle email, phone and written communications as requested on behalf of the Head of TDS.
  • Assist in preparation/formatting of PowerPoint presentations and Excel spreadsheets. 
  • Plan, organize and follow-up on details relative to receptions and events.
  • Prepares general correspondence and documents.
  • Processes the TDS senior leader’s expense reports and monitors direct reports expenses for accuracy.
  • Other administrative duties including photocopying, printing presentations/reports, arranging for courier delivery and pick up, etc.

 

  1. Organize the activities of the Head of TDS using independent judgment, discretion and diplomacy including:
  • Screen meeting requests, visitors and phone calls to identify issues and determine priority.
  • Screen and evaluate incoming and outgoing correspondence/emails and prepare responses as appropriate. Determine what information is sensitive and inform CIO accordingly.
  • Identify potential problems and shifting priorities in order to adjust the Head of TDS' schedule if necessary.
  • Develop administration procedures, and processes to respond to the operating style of the Executive.
  • Receive visitors using sound judgment and a high level of sensitivity and confidentiality.
  • Manage various reports on behalf the Head of TDS 

 

  1. Performs Administrative Duties for the Department:
  • Co-ordinate the flow of documents for the department, including obtaining approvals and distributing the information to business partners.
  • Manage team contact lists, org charts and time and attendance tracking,  keeping all fully up-to-date. 
  • Maintain record management systems for expenses.
  • Maintain and manage TDS Distribution Lists ensuring lists are up-to-date.
  • Maintain filing system- file and retrieve corporate documents, records, and reports.
  • Review operating practices and procedures in order to determine whether improvements can be made in areas such as travel expenditures.
  • Interpret administrative and operating policies and procedures for employees.
  • Prepare correspondence containing routine inquiries.
  • Open, sort and distribute incoming correspondence, including faxes and email.
  • Perform general office duties such as ordering supplies, maintain records management systems

 

Qualifications:

  • 5 years of experience in a corporate environment with 3 years supporting a senior leader.
  • Proven ability to work in a fast-past environment.
  • Ability to communicate with staff at a variety of levels of responsibility as well as various outside parties while maintaining consistency, professionalism and diplomacy 
  • Ability to adapt responsibilities based on changing environments and requirements (ie. sudden meeting changes or travel requirements) 
  • Experience coordinating meetings across international boundaries and time zones
  • Strong organization and administrative skills; capable of operating independently with minimal direction, potential problems and/or sensitive issues, etc. 
  • Assess sensitivity and/or confidentiality of matters and latitude for discretion. 
  • Adapt administrative/operational procedures and learning or developing new systems to meet the personal style of the Head of TDS (or equivalent). 
  • Initiative and self-managing skills to be able to work independently with minimal direction and to respond effectively to issues that arise in the absence of the Head of TDS. 
  • Extensive technical skills in software packages such as Microsoft Word, Power Point, Excel, Outlook, and SharePoint. 
  • A minimum typing speed of 50 words per minute with excellent accuracy 
  • Decisiveness and good judgment required to effectively operate the Head of TDS Office, typically in the Head of TDS absence.
  • Excellent English language skills (written and oral). Spanish would be an asset.

 

At Teck, we value diversity. Our teams work collaboratively and respect each person’s unique perspective and contribution.

 

Qualified applicants interested in joining a dynamic team are encouraged to submit a resume and cover letter electronically.

 

We wish to thank all applicants for their interest and effort in applying for the position; however, only candidates selected for interviews will be contacted.

 

Your application to this posting is deemed to be your consent to the collection, use and necessary disclosure of personal information for the purposes of recruitment. Teck respects the privacy of all applicants and the confidentiality of personal information.

 

Teck is a diversified resource company committed to responsible mining and mineral development with major business units focused on copper, steelmaking coal, and zinc, as well as investments in energy assets. Headquartered in Vancouver, Canada, its shares are listed on the Toronto Stock Exchange under the symbols TECK.A and TECK.B and the New York Stock Exchange under the symbol TECK.

 

The pursuit of sustainability guides Teck’s approach to business. Teck is building partnerships and capacity to confront sustainability challenges within the regions in which it operates and at the global level. In 2019, Teck was named to the Dow Jones Sustainability World Index (DJSI) for the tenth straight year, indicating that Teck’s sustainability practices rank in the top 10 per cent of the world’s 2,500 largest public companies in the S&P Global Broad Market Index.

 

Learn more about Teck at www.teck.com or follow @TeckResources

 

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