Key Responsibilities

Results/Accountabilities

1. Health, Safety & Environment

• Demonstrates a commitment to a safe work environment. Understands the safety objectives of the organization and supports these efforts in a visible manner.

2. Calendar & Meeting Management

• Manage the CEO’s calendar to ensure efficient use of time, with emphasis on priority-based forward planning and the use of current technology
• Coordinate calendars ensure effective coordination and scheduling of appointments, meetings and activities for and with CEO and Executive team
• Coordinate travel activities such that they fit calendar events in accordance with the CEO's travel preferences for management of details. Coordinate travel for CEO and for any visitors, as assigned
• Provide a contact point for all persons to contact the CEO, understanding the priority of the contact and acting as an ambassador to all of the CEO’s contacts
• Coordinate and organize all aspects of meetings/conferences (agendas, minutes, follow-up on action plans, etc.) on site and off site
• Manage and coordinate events as required by the CEO and Executive team
• Prepare both domestic and international travel/hotel/car arrangements for CEO and any visitors
• Manage/screen phone calls and respond to messages when appropriate
• Arrange Video Conferencing and Teleconferencing, as appropriate
• Coordinate all entertainment events for customers and/or employees
• Prepare and disseminate weekly calendars and schedules
• Maintain a keen awareness of departmental and organizational goals and objectives, in order to best support them
• Build a network of useful contacts inside and outside of Lafarge
• Provide administrative support to the other Vice Presidents

3. Document Management

• Prepare, compose and initiate various documents, often confidential in nature, such as letters, correspondence, memoranda, agendas, reports, minutes, quotations, notices, postings, tables, forms, spreadsheets, presentation material choosing the appropriate means of communication, including the preparation of materials for executive meetings.
• Expense report preparation and coding of invoices for approval
• Handle special confidential projects as assigned
• Prepare documents of high quality, often of confidential nature, including letters, memoranda, reports, presentations, minutes, including Word, Excel Spreadsheets, and Power Point Presentations, etc.
• Proactively anticipate workflow, prioritize and follow through on tasks to completion
• Gather information in preparation for management meetings
• Provide administrative support to the other Vice Presidents

4. Other Administrative duties

• Provide general office support as required (e.g.: answer phones, open and distribute mail, establish and maintain filing systems, process invoices and expense reports, etc.)
• Share assignments with other support staff
• Maintain an up to date WCan directory and contact list
• Coordinate office/furniture/related moves
• Maintain confidentiality and discretion
• Perform other duties as assigned