Executive Assistant

Job Description

Provides high-level administrative support to the General Manager and Operations Manager. Prepares presentations, schedules travel, meetings, reports, written communications and undertakes project work with little or no supervision. Coordinates business events and conferences, including development and implementation of the organization’s stakeholder engagement and communications plan, facilitating stakeholder relations to include event coordination and meetings. Maintains files and generates correspondence as directed. Performs day-to-day activities as directed in a timely manner while continuously aligning daily functions to reflect Kinross’ values. In addition to executive support responsibilities, this role serves as a cross-functional resource to the Human Resources department, providing backup support for HR administrative functions during periods of workload fluctuation, employee absences, and special projects.

Job Responsibilities

• To provide administrative support for the GM and OM Team.
• Provides high-quality EA support for General Manager and Operations Manager.
• Anticipates needs, performs routine and non-routine tasks (phone, e-mail, contacts, etc.), and handles high-level or confidential correspondence; ensures accuracy and high-quality work.
• Schedules and coordinate meetings and meeting agendas; takes meeting minutes and distributes them as necessary.
• Builds travel agendas and obtains required travel documentation.
• Completes expense reports.
• Coordinates calendars and schedules.
• Completes a variety of different projects and tasks as necessary.
• Assist the Community Relations and HR departments
• Coordinating special projects and events (Examples - Employee events, Youth Safety Day, School, and public tours, QBR site events).
• Support internal and external communications at Fort Knox.
• To prepare documents and maintain administrative systems.
• Implements and maintains filing and organization systems, ensuring strict confidentiality.
• Maintains a directory of contacts.
• Drafts, edits and distributes memos, reports, and presentations.
• To act as a key point of contact for GM and OM Team.
• Liaises with internal and external contacts and responds to information or material requests, often on behalf of the Managers.
• Responds to or re-directs phone calls and e-mails.
• Coordinates visits with internal (Kinross) and external visitors, including travel itineraries and company house organization (scheduling, stocking with supplies, etc.)
• Assist with invoice payment, research, and validate purchases and credit card reconciliations.
• Backup support in Human Resources during available capacity or as directed.
• Provide administrative support for HR functions, including:
• Assist with new hire onboarding activities, including scheduling orientations and preparing onboarding materials.
• Assist with employee data entry, audits, and report generation.
• Coordinate training schedules and maintain training records.
• Support benefits enrollment periods and employee communication distribution.
• Process routine employment verification requests.
• Assist with recruitment logistics, interview scheduling, and candidate communications.
• Compliance with all company policies and procedures including, but not limited to safety, environmental, confidentiality and code of conduct.
• Meets or exceeds established performance expectations set by management.
• Consistently exercises discretion and judgment in job performance.
• Works without risk or harm to self and others.
• Possession of a valid driver’s license issued by state agency, or must be able to pass driver competency course and exam.
• Punctuality and regular attendance required.
• Perform other related functions as assigned by supervisor.
• Some evening, weekend and holiday work may be required.
• Estimated travel based on current job requirements is 25%

Qualifications and Skill Requirements

• Bachelor's degree in marketing, resource management, communications, or related field preferred and a minimum three years related community relations, marketing, or public affairs preferred. Experience in mining or other extraction industries preferred.
• Career experience in communications, public affairs and/or business development may be substituted for education.
• Three to five years office management experience with increasing levels of responsibility preferred.
• Demonstrated advanced proficiency in a variety of computer programs, such as PowerPoint, Excel, Outlook and Word software is strongly preferred.
• Exceptional oral and written skills (English).
• Requires high level of energy and self-motivation with good organizational and time management skills.
• Ability to work with a diverse group of individuals at various levels within an organization.
• Ability to balance several tasks simultaneously and excellent organizational skills.
• Ability to conduct research, develop reports, formulate objectives and strategies, and make professional presentations.
• Knowledge of basic office functions, i.e., office machines, telephone systems, copier, fax, binding machines.
• Exceptional attention to detail.
• Previous experience in the mining industry is preferred.
• Professional demeanor and willingness to be flexible in a fast-paced environment.
• Ability to work independently or as part of a team.
• Possesses good communication and interpersonal skills.
• Strong verbal, written, analytical and persuasive skills and the ability to interact effectively with all levels of employees and management.
• Demonstrates strong administrative, organizational and technical writing skills.
• Must be 18 years old and presently authorized to work in the United States on a full time basis.
• Requires valid driver’s license.

Reporting Relationships

This role reports to the Human Resource Manager.

Legislative Requirements

US work permit required

Language Requirements

English

Travel Requirements

Ability and willingness to travel