Executive Assistant

Job summary

Provides administrative support to an assigned group, including coordinating travel, accommodations, meetings, events, deliveries, and mail. Reviews invoices, payable accounts, card transactions, and crew expenses; manages inventories and vendors; and supports safety initiatives and reporting.

Job details

Job Summary The incumbent is responsible for providing administrative support to their assigned group. The role coordinates travel arrangements, meetings, events, inbound and outbound deliveries, as well as mail. Moreover, the incumbent maintains various inventories and handles all payable accounts. Main Responsibilities Accounts Payable Review and reconciliate all invoices for the group Handle all payables including crew accommodation and transportation, heritage waste, pest control, cable, internet, courier, potable water, derailment security, and Hallcon taxi Review and reconciliate PCard and Corporate Travel Account (CTA) transactions Review and approve crew expenses Administrative Support Provide administrative support to the group (e.g., travel, expenses, Service Manager questions, policy adherence, report preparation) Organize meetings and group events Handle file uploads to E-records Office Duties Handle inventory management including tablets, radios, office supplies, Personal Protective Equipment (PPE) and vehicle Act as the vendor contact for supplies, including Acklands vending machine Arrange crew transportation and accommodations for shortages, relocations, and new hire employees Coordinate all inbound and outbound deliveries via Courier Coordinate all inbound and outbound Mail items via FedEx Safety Participate in regional safety initiatives including DEKRA by aiding the group Prepare reports for the General Manager (GM) Coordinate safety meetings or events Working Conditions The role has standard working conditions in an office environment with a regular workweek from Monday to Friday and is eligible to participate in CN's hybrid work model. The role involves managing priorities and delivering work within established timelines, with support from the team to ensure sustainable and effective workload management. The role requires minimal travel (10%) across the assigned group. Experience Administration Between 2 to 3 years of experience working in a fast-paced autonomous environment Candidates with an equivalent combination of education, training, and experience will be considered Education/Certification/Designation Secondary School Diploma or General Education Diploma (GED) College or Business Diploma* Candidates with equivalent practical experience, education, or training will be considered Any requirement marked with (*) will be considered an asset (not mandatory). Competencies We Care About Each Other We Strive for Excellence We Succeed Together We Lead Responsibly Coordination Support Influence Build trust Listening Technical Skills/Knowledge Knowledge of administrative techniques Proficiency in Microsoft Office (Word, Excel, Lotus Notes, PowerPoint) and Systems, Applications and Products (SAP)* Any requirement marked with (*) will be considered an asset (not mandatory).

What you’ll do

Provides administrative support to an assigned group, including coordinating travel, accommodations, meetings, events, deliveries, and mail. Reviews invoices, payable accounts, card transactions, and crew expenses; manages inventories and vendors; and supports safety initiatives and reporting.

Requirements

Requires 2 to 3 years of experience in a fast-paced, autonomous environment, with equivalent combinations of education, training, and experience considered. A secondary school diploma or GED is required, while a college or business diploma and SAP knowledge are assets; proficiency in Microsoft Office is also expected.

Listed skills

• SAP · Preferred
• Administrative Support · Preferred
• Vendor Coordination · Preferred
• Communication · Preferred
• report preparation · Preferred
• Microsoft Office · Preferred
• Inventory management · Preferred
• coordination · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Accounts Payable
• Invoice Reconciliation
• Expense Review
• Administrative Support
• Travel Coordination
• Meeting and Event Coordination
• Inventory Management
• Vendor Coordination
• Delivery Coordination
• Mail Handling
• Report Preparation
• Microsoft Office
• SAP
• Communication
• Coordination
• Listening

Job areas

• Administrative
• Finance & Accounting
• Transportation
• Logistics
• Security & Safety