Executive Assistant – Operations Strategy

The Kinross Corporate Head Office is located in downtown Toronto and supports Kinross’ operations and projects worldwide. Corporate functions include Finance, Procurement, Health & Safety, Human Resources, IT, Investor Relations, Exploration, Geology and Mine Planning, among others.

Job Description

Are you an accomplished Executive Assistant who thrives in a fast-paced, dynamic role? Do you take pride in knowing that you were instrumental in the smooth operation of your organization? We are seeking an exceptional Executive Assistant to join our high-functioning team and perform a variety of administrative tasks which support our Senior Vice President, Operations and her top level managers [Business Optimization, Strategic Planning, Project Value Assurance, Supply Chain, and Global Maintenance]. The ideal candidate is someone who can see the big picture across the company and facilitate the cross-team collaboration that enables us to achieve our ambitious goals. The incumbent will be integral to the day-to-day coordination of the SVP’s office. You understand the value of the executive’s time and take a strategic and caring approach to the SVP’s calendar management and overall schedule. You embrace new challenges and have a diversity of skills that enable you to take on special projects. Beyond your superior organizational skills, attention to detail, and interpersonal skills, you bring an attitude of helpfulness, positivity and inclusion. You have a professional demeanor, are calm under pressure, and have a proven ability to manage stress and competing priorities with tact and diplomacy. You are a quick-learner and self-starter and are able to identify where help is needed, and pick up new hard and soft skills quickly and with ease.

Job Responsibilities

Provides executive support

• Heavy calendaring for the SVP
• Organize meetings: reserve meeting rooms, telephone conferencing, videoconferencing [Zoom, Microsoft Teams], arrange catering [meeting rooms set-up/clean up]

o Catering and lunch meeting support for the SVP and her Senior Manager-level staff [~8-9]

• Coordinates soft and hard copy meeting materials, reports and other documents as necessary
• Fields calls, takes messages and relays information
• Maintains SVPs contacts list and team’s Outlook distribution list
• Arranges reservations, lunch, coffee, and minor personal requests when necessary
• Welcomes internal and external visitors, organize pass cards and office space when required in tandem with IT, Reception and office services
• Receives, sorts and distributes incoming mail for the SVP and her team. Sends outbound mail and couriers as needed.
• Arranges hard and soft copy signatures
• Performs research when necessary
• Provides assistance through proactive follow up of ongoing matters
• Provides assistance on special projects and initiatives
• Anticipates needs, performs routine and non-routine tasks, and handles high-level and confidential correspondence; ensures accuracy and quality of all work completed
• A variety of other ad-hoc requests

Expense Reporting

Completes expense reports for the SVP and her Director-level staff [~6/month]

Travel & Visa Coordination

Coordinates travel and visas for the SVP, her VP-level staff [~2-3], and those travelling on the same itinerary

• Assists with planning and coordinating domestic and international travel
• Process visa applications (drop-off, pick-up, liaise with various agencies and the mailroom)
• Track and monitor SVP visas, passport and personal information proactively and advise on expiries
• Maintain shared Ops Strat travel calendar in Microsoft Outlook

Invoicing

• Process, record and track department invoices

Conferences & Events

• Coordinates events, conferences and external meetings: planning and carrying out all necessary logistics and details including, Letters of Invitation for required visas, groups traveling globally to/from Toronto, booking meeting space, lodging, food & beverage, etc. [~2-4/year]
• Assists with team socials: booking venues, organizing prizes, online quizzes, etc.

Additional Job Responsibilities

Other Administrative Tasks

• Maintains a live, electronic organizational chart for the broader organization of Operations Strategy
• Assists with the completion of the Quarterly Acknowledgement and Compliance Forms
• Assists with the completion of the Quarterly Time & Invoice analysis
• Assists with team desk/office assignment, location, desk moves. Includes assisting with the coordination of onboarding/offboarding with HR, IT and Office Services
• Close collaboration with other Executive Assistants to ensure broader team is supported, including vacation coverage
• A variety of other ad-hoc requests
• Completes necessary educational, security and other corporate-mandated training
• Responsible for maintaining electronic/paper filing and organization systems within the department, especially Supply Chain contract management
• Other duties as needed

Sustainability Expectations

Adheres to all safety and environmental considerations. Follows operating procedures and complies with all regulatory requirements.

Scope of Responsibility & Complexity

• Acts as first point of contact between internal and external stakeholders
• Works effectively and collaboratively will all levels of management and ensures the proper representation of the SVP’s office.
• A professional demeanor, service-oriented attitude, and laser-sharp attention to detail
• Proceeds on own initiative but supervisor is available to provide direction in the amendment / development of new practices and procedures.
• Able to take direction from a variety of senior level staff
• Understands how priorities and allocation of time need to be adapted to meet own deadlines and/or those of the broader team.
• Available to work a flexible and sometimes varied schedule, with after-hours availability, and ability to work from home as necessary
• Motivated and proactive with a solutions-focused attitude
• Calm under pressure

Education and Experience

Education

• University degree/College diploma or equivalent experience

Experience

• 3-5+ years of related work experience

Skills

• Knowledge of basic office functions, i.e., office machines, telephone systems, copier, fax, binding machines
• Proficiency with Microsoft Outlook, Word, Excel and PowerPoint
• Experience with the following considered an asset: Microsoft Teams, Zoom, Concur, SharePoint, Transform AP, JDE
• Exceptional verbal and written skills (English)
• Proven ability to manage several tasks simultaneously in a deadline-driven, fast-paced environment
• Excellent organizational and time management skills
• Proven ability to work with a diverse group of individuals
• Strong dictation and typing skills
• Professional and detail oriented

Additional Qualifications & Skill Requirements

• Highly collaborative work style in working with highly skilled corporate, regional and mine site staff (both technical and financial) using influence skills rather than formal reporting authority.
• Flexible, fast learner that can come up to speed on a problem in an unfamiliar area to start adding value quickly.
• Ability to handle significant variations in workload in a fast-paced environment.
• Strong communication skills: ability to explain and present complex information in a straightforward way.
• Well organized, works well independently and in team settings.
• Conversational French, Spanish, Portuguese or Russian is an asset, but not a requirement.

Kinross is a Canadian-based gold mining company with mines and projects in Canada, the United States, Brazil, Chile, Russia, Ghana and Mauritania, employing approximately 9,300 people worldwide. Our core purpose is to lead the world in generating value through responsible mining.