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Administrative Assistant, Stakeholder Relations and Project Management Office (2-year term)

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    Posted: 09/23/20
    Job Type: Contract
    Location: Ottawa

    Reporting to the Senior Program Manager of Policy and Stakeholder Relations, the position supports the office of the President and CEO and the Project Management Office. Working in a collaborative matrix, the successful applicant is accountable for providing administrative support activities that ensure the smooth functioning of the team.  The incumbent interacts with a wide range of staff and employees and requires the use of judgement and discretion. Activities include schedule management, support of event planning, presentation materials, preparing correspondence and other administrative duties.

    Essential Duties and Responsibilities:

    • Agenda management: Manage and coordinate agendas to maximize the efficient use of time to ensure that accountability and objectives are met.  Review and analyze incoming information and time-sensitive situations to determine the focus and priority.  Assess meeting requests, determining relevance and time requirements; subsequently prioritize and organize the schedules for the team. Analyze, summarize and provide background information on critical and sensitive issues. 
    • Correspondence/documents:  Prepare correspondence for signatures, prepare and proofread presentations and reports, manage records, perform research and provide analysis on various issues coming to and from the offices.  Maintain timely and accurate flow of information within the offices.  Coordinate requests and files including Parliamentary Inquiries and Access to Information requests, and ensure that timelines and deliverables are met.
    • Logistics:  Provide support with coordinating the logistics of various meetings and projects.  Preparing and processing relevant conferences and event forms.  Manage the planning, preparation and logistics for meetings.  Act as the focal point of communication to facilitate the exchange of information, develop and adjust schedules, resolve conflicts, prepare and distribute lists of participants, agendas and background information, and conduct follow-up on the implementation of decisions emanating from meetings and other action items. Draft minutes of meetings if and when required.
    • Travel:  Plan and organize travel arrangements as required in line with the Travel policy and prepare related expense claim reports for the members of the offices. 
    • Records management: Develop and manage administrative systems to control, track, and expedite the flow of documentation, to provide a centralized holding for documentation.  Responsible for the handling, safekeeping, retention and archiving of team records, working files and materials. Be the liaison with translation. 
    • Budget reconciliation:  Create, process and reconcile purchase orders, pay invoices using the P-Card, and reconcile the cost centre budgets accordingly on a regular basis. 
    • Stationery and supplies:  Plan, coordinate and order the required stationery and supplies for the teams.

    Requirements:

    • College diploma or certificate in related Business Administration, Project Management or a combination of education and relevant work experience will be considered.
    • Minimum of three (3) years of related business experience, including prior experience supporting executives. i.e., providing administrative support in an office setting including the preparation of documentation in various styles and format; experience organizing and controlling information, including the management of databases, records, files and bring forward systems, planning and arranging logistics for meetings.
    • Spoken and written bilingualism (French/English) is essential.
    • Strong proficiency in Microsoft Office Suite (Word, Excel and PowerPoint).
    • Strong organizational skills, initiative, and attention to detail and due diligence to achieve best practices is critical.
    • Excellent interpersonal and customer service skills; address others exercising courtesy, tact and discretion.
    • Trustworthy to work with confidential and sensitive information.
    • Positive attitude, as well as, works well both independently and as part of a team.
    • Able to maintain good working relationships with colleagues and senior management.
    • Strong sense of urgency with the ability to work under pressure meeting tight deadlines and prioritizing workload.

    If you meet the qualifications, and if the above describes your abilities and interests, please forward your resume in confidence to careers@mint.ca.

    If selected for an interview or testing, please advise Human Resources if you require accommodation.

    The Royal Canadian Mint promotes equity in employment: As an equal opportunity employer, we welcome applications from women, Indigenous peoples, persons with disabilities and members of visible minorities Back to Listing