Executive Assistant

Ref#: 15041

Function: Engineering

Location: Canada, ON, Waterloo

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OpenText enables the digital world as the global leader in Enterprise Information Management, both on premises or in the cloud. We embrace all things digital and are committed to being the Best Place to Work for our Employees in over 140 locations around the world.

We obsess over our customers to ensure they are wildly successful in embracing the Digital World. Our customers entrust us with their most important information, we need to be their most trusted partner. What we do, we do well. What we create, we do purposefully to impact the world. If you believe in this and are passionate about enabling the Digital World then let OpenText turn your career vision into reality.

The Opportunity:

The Executive Assistant provides administrative and functional support to the Vice-President & Management Team.  Demonstrating excellent interpersonal and communication skills and professional conduct to both internal external stakeholders. 

You are great at: 

Co-ordinate the allocation of payables and reconciliation of expenses on a monthly basis. 

Create, reviews and allocates purchase orders to ensure proper tracking.  Liases with the Purchasing Department in order to correct improper allocations.  

Scheduling meetings and provide calendar management (commitment planning), proactively identifying and addressing calendar conflicts based on knowledge of corporate priorities.  

Maintaining confidential records and information

Co-ordinate travel for Management Team.  Reconcile and process travel expenses according to company guidelines.  

Support the HR processes working with HR to ensure timely management practices are adhered to including vacation balances, performance reviews, and any additional HR policies and codes that are required.  Success Factors, org charts and EIF’s.

P-Card allocations, workflows and allocations


Business cards, office supplies

Draft announcements and distribute

Create position requisitions, track progress, Position codes, etc.,

CTM awards workflow and purchases

SuccessFactors – performance review process, monitoring , produce statistics

Work closely with Management team in resource management i.e. performance review process, merit reviews, headcount reconciliations and other mandatory requirements from HR 

Manage office facilities requirements and floor plans by representing team with the Facilities Department.  

Plan, organize and coordinate special events and activities.

Provide support to the teams as required

 Key Interfaces:

Executive VP’s
Financial Planning & Analysis
Human Resources

What it takes: 

-Corporate process and procedure understanding 
- Minimum 3-5 years previous experience in a similar role closely supporting senior executives
-Financial understanding, tracking and reporting background 
-High degree of skill with Microsoft Excel and Access, 
-Experience with Great Plains, SAP, Hyperion
-Excellent PC skills with ability to design and maintain complex financial models and to create high quality financial presentations
-Strong interpersonal and communication skills both written and verbal
-Sound judgment.  Tact, discretion and extreme confidentiality are essential.  
-Exceptional organizational skills and attention to detail
-Ability to manage multiple projects at one time without compromising quality

At OpenText we understand and value diversity in our employees and we are proud to be an Equal Opportunity Employer. We hire the best talent regardless of race, creed, color, national origin, ancestry, disability, marital status, sex, age, veteran status or sexual orientation. We draw on our diversity and collective genius as we continue to shape a better future for our customers and be the Best Place to Work for our employees- nothing is off the table at OpenText. If you require accommodation at any time during the recruitment process please email accommodationrequests@opentext.com

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