Executive Assistant (12 month contract)

Who We Are

Kinross is a Canadian-based global senior gold mining company with operations and projects in the United States, Brazil, Mauritania, Chile and Canada. Our focus on delivering value is based on our four core values of Putting People First, Outstanding Corporate Citizenship, High Performance Culture, and Rigorous Financial Discipline. Kinross maintains listings on the Toronto Stock Exchange (symbol:K) and the New York Stock Exchange (symbol:KGC).

Mining responsibly is a priority for Kinross, and we foster a culture that makes responsible mining and operational success inseparable. In 2021, Kinross committed to a greenhouse gas reduction action plan as part of its Climate Change strategy, reached approximately 1 million beneficiaries through its community programs, and recycled 80% of the water used at our sites. We also achieved record high levels of local employment, with 99% of total workforce from within host countries, and advanced inclusion and diversity targets, including instituting a Global Inclusion and Diversity Leadership Council.

Eager to know more about us? Visit Home - Kinross Gold Corporation

Job Description

Provides high-level administrative support to the Senior Vice-President and Chief Technical Officer (“CTO”). Prepares presentations, reports, and undertakes project work with little or no supervision. Schedules travel and meetings. Coordinates events and arranges the department’s participation at conferences. Maintains files and generates correspondence as directed. Performs day-to-day activities as directed by the executive in a timely manner.

Job Responsibilities

Provides administrative support to the CTO:

• Provides support & anticipates needs 
• Acts as key point of contact; responds to or re-directs phone calls and emails, relays information, responds to information or material requests, arranges hard and soft copy signatures
• Manages the CTO’s calendar and provides inbox support; receives, reviews and initiates requests for meetings and special events and assesses urgency and priority of requests
• Coordinates department meetings; reserves meeting rooms, sets-up telephone / videoconferencing (Zoom, Microsoft Teams), arranges catering, drafts meeting agendas, organizes presentations where relevant, ensures appropriate follow up to action items raised
• Maintains CTO’s contacts list and team’s Outlook distribution list 
• Provides IT and administrative support for quarterly Board of Directors’ Meetings 
• Prepares, coordinates & distributes reports & presentation material for internal & external meetings including annual & quarterly reports for the Board of Directors’ meetings 
• Arranges reservations, lunch, coffee, and minor personal requests when necessary
• Coordinates, compiles and develops communication materials 
• Welcomes internal and external visitors, organizes pass cards and office space when required in tandem with IT, Reception and office services
• Receives, sorts and distributes incoming mail, sends outbound mail and couriers as needed
• Provides budget and expense tracking 
• Prepares expense reports 
• Processes, records and tracks department invoices
• Coordinates and manages special projects and assignments 
• Manages, corresponds & tracks ongoing files with outside legal counsel
• Launches & ensures all employees complete quarterly Core Policy Acknowledgement 
• A variety of other ad-hoc requests

Travel & Visa Coordination

• Coordinates domestic and international travel for the CTO 
• Coordinates & prepares visa applications (document collection, drop-off, pick-up, liaise with various agencies and the mailroom) 
• Proactively tracks and monitors visas and passport expiry dates and initiates renewals

Conferences & Events

• Coordinates events for the CTO and arranges participation in conferences by 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.
• Assists with team socials: booking venues, organizing prizes, online quizzes, etc.
   

Education and Experience

• College or training equivalent to 3 years of study
• Completion of formal professional certification or designation in appropriate area of expertise
• More than 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 Word, Excel and PowerPoint
• Exceptional oral and written skills (English)
• Proven ability to manage several tasks simultaneously in a deadline-driven environment and excellent organizational skills
• Can prioritize, establish timelines for assigned tasks and communicate them to department members
• Ability to maintain focus on assigned tasks in a fast-paced and dynamic environment
• Professional and detail oriented