Kathy Cao

· Monitor executive's inbox for urgent items

· Monitor and track regional taskings

· Provide briefings and recommendations to senior management

· Increase team productivity by implementing streamlined processes and effective communication strategies.

· Draft emails and correspondence on behalf of executive

· Prepare agendas and record of decisions for senior management meetings

· Supervise administrative assistants (2)

· Maintain effective bring forward systemtimeframes.

· Supervise legal assistants (20)

· Maintain effective legal assistants to counsel assignments

· Conduct performance evaluations and feedback

· Provide briefings to senior management regularly on issues pertaining to legal support team

· Relay important information from senior management to legal support

· Forecasting and conducting staffing actions

· Approve leave and training requests

· Maintain in-office rotation calendar

· Manage a bring forward system to ensure regional deadlines are met

· Applying and interpreting policies relating to administrative procedures, human resources, travel and finance

· Implement change and procedures to increase effectiveness and efficiency

· Manage calendar for the Regional Director General and Deputy Regional Director General

· Liaison with counterparts in various time zones to coordinate meetings

· Manage a bring forward system to ensure regional deadlines are met

· Provide backup support for Access to Information and Privacy Officer (ATIP)

· Super user for information and approval database systems (Travel- HRG-Concur, HR- Peoplesoft, Financial database - IFMS)

· Provide advice on approval procedures and policies

· Event plan for office-wide events and parties

· Monitoring financial budget reports

· Prepare necessary documents for contracting requirements

· Supervising leave and training schedule for mail and reception staff

· Preparing meeting materials and binders for directors and managers

· Preparing agendas and recording minutes for meetings

· Preparing agendas and recording minutes for meetings

· Manage calendar for the Regional Director General

· Draft correspondence (emails, letters, etc.) for the Regional Director General’s behalf

· Maintain Digital Workspace Sharepoint sites for the office

· Manage a bring forward system to ensure regional deadlines are met

· Processing financial documents, reconciling statements, HR documents

· Maintaining basic office administration to ensure operational needs are met (supply ordering, boardroom bookings, equipment maintenance)

· Prepare daily meeting materials for Regional Director General

· Support to the Regional Director General, Associate Deputy Director, and Office Manager

· Arranging travel, training sessions, VIP visits & meetings

· Calendar management, coordinating on-site and off-site meetings

· Maintaining budgets and creating contracts with training facilitators

· Processing financial documents, reconciling statements, HR documents

· Review documents for the Regional Director General and Associate Deputy Director’s signature to ensure it is within departmental guidelines

· Preparing meeting materials and binders for directors and managers

· Sending weekly Early Warning Notes, Briefing Notes and reports to Headquarters and clients on behalf of the BC Region

· Provides backup support for Access to Information and Privacy Officer (ATIP)

· Prepare necessary documents for contracting requirements

· Super user for information and approval database systems (Travel, HR, data management)

· Event plan for office-wide events and parties

· Maintaining basic office administration to ensure operational needs are met (supply ordering, boardroom bookings, equipment maintenance)

· Fire warden and first aid attendant