Job Description
Summary: Oversees and manages the operational aspects of ongoing projects and serves as liaison between project management and planning, project team, and line management. Reviews status of projects and budgets, manages schedules, and prepares status reports. Assesses project issues and develops resolutions to meet productivity, quality, and customer satisfaction goals and objectives. Develops tools for monitoring project progress, assessing and mitigating risk, and problem solving. Communicates status with project team, management, and customers.
Responsibilities:
•Conduct regular project team meetings to discuss progress, identify and troubleshoot bottlenecks, collect status, communicate changes and urgent needs, and encourage cross-functional cooperation
•Develop, plan, coordinate, and implement program milestone and delivery schedules incorporating customer, supplier, and internal delivery dates
•Coordinate with Planning, Production Control, Procurement, Quality, and New Business/Estimating during program start-up to develop and communicate program labor, material, machine, and assembly capacity requirements
o Support customer with risk assessment and mitigation plans
o Coordinate work-around and expediting plans internally and communicate progress with team members, customer, and management
o Manage and/or facilitate customer/program relationships from contract award through life cycle of a program
o Manage contractual commitments and identifies cost issues to meet expected program margins
o Manage customer interface, host visits, and travel occasionally
o Conduct "lessons learned" activities and provide process improvement feedback internally and to customer
o May occasionally perform special projects; Perform other duties as assigned
Skills:
• Growing knowledge of Tier II manufacturing and assembly processes, products, customers, and supplier interfacing principles
• Strong verbal and written communication skills and the ability to work cooperatively with others
• Strong analytical and problem solving skills and the ability to communicate proactive solutions across functional areas and various levels of management
• Strong computer skills (Microsoft Office Suite and applicable MRP modules)
• Strong customer service skills
• Proactive communicator who can clearly articulate results and needs across all levels
• Able to establish and communicate clear priorities and to influence others to support and act on those priorities
• Proven ability to manage multiple projects with competing deadlines
• Attention to detail
• Willingness to train others
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POSITION SUMMARY:
Provides a full range of secretarial and administrative support to the Bank's Boards and its Committees, the Corporate Secretarial function, and the Executive Vice-President, General Counsel and Secretary, with a high degree of professionalism.
KEY ACCOUNTABILITIES:
1. Provide administrative support to the Boards and related committee meetings for both the Bank and its domestic subsidiaries by: researching and preparing documentation as directed, including the minutes for meetings, and drafting correspondence related to the meetings such as confidential letters, memoranda, charts, regulatory notices, agendas, scripts, resolutions and other formatted information in an organized, professional and timely manner with a very high level of accuracy. For the Bank's Board and its committees: organizing all attachments to the minutes and maintaining the minute book/resolution/meeting indexes, according to detailed and established policies and procedures.
2. Provide administrative support to the Boards and related committee meetings for both the Bank and its domestic subsidiaries (including out-of -town meetings and Annual Meetings), as applicable, by: assisting with the organization, review, assembly and delivery of meeting materials to directors and officers; tracking meeting attendance and waivers; making travel (including air, hotel and land transfer) arrangements for out-of-town directors and liaising with directors' offices; and securing a hotel contract annually with the preferred supplier. Participate in meeting room set-up and post meeting activities. Responsible for filing meeting agenda material and correspondence in chronological and subject order. Assist with the preparation/processing of Bank powers of attorney, incumbency certificates, certified copies of Board resolutions and updates certificates that accompany documents signed over the corporate seal.
3. Maintain the paper-based records for documentation held in safekeeping\vaults and files and respond to information requests concerning this documentation (e.g. trade mark renewals\certificates, international subsidiaries and Bank debenture issues).
4. Assist with the organization of documentation for submission to regulators and auditors by assembling the required reports in electronic or paper format. Assist with the preparation and filing of regulatory returns for the domestic subsidiaries.
5. Provide support to the unit/department by: backing up secretarial activities performed by other positions including telephone support and reception duties, assist in managing workload peaks and coordinating travel arrangements for the Secretary's Department.