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Administrative Assistant, Human Resources & Security

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    Posted: 11/10/17
    Job Type: Full Time
    Location: Ottawa

    Supporting two Directors in the Human Resources section and the Chief Security Officer (CSO), the Administrative Assistant provides administrative support services and coordinates an extensive range of administrative tasks for the Human Resources (HR) and Security teams. The incumbent will work closely with key HR and security employees that are managing various employee programs and security related activities across Ottawa and Winnipeg locations. The incumbent must maintain a high degree of confidentiality, be discreet, and remain calm when dealing with difficult situations. The incumbent must be customer service oriented and represent the HR and Security teams in a professional manner.

    Essential Duties and Responsibilities:

    • Assist the Directors and CSO in creating, editing and proofreading, reports, presentations and other documentation.  
    • Provide administrative support to the HR and security teams to ensure that timelines and deliverables are met. 
    • Plan and update the Directors' and CSO agendas, coordinate meetings and manage their priorities.
    • Create and process purchase orders for the HR and Security teams, receive and pay invoices, and maintain the operational budget up-to-date and reconcile with the financial reports.
    • Greet employees and visitors and ensure they receive prompt service.
    • Coordinate and book travel arrangements, prepare and review travel claims against the policy and complete expense reports.
    • Organise meeting logistics, draft minutes of meetings when required and follow-up on outstanding items as needed.
    • Handle the processing, safekeeping and archiving of both electronic and paper versions of documents that fall under the Directors' responsibility.  Provide support with the filing of documentation.
    • Assist in handling the management and safekeeping of highly confidential and sensitive documents and files.
    • Coordinate the timely responses to Parliamentary Inquiries and Access to Information Requests received by the Directors and the CSO.
    • Ensure team members complete their timesheets in a timely fashion, input the data into HR system as appropriate and advise of any discrepancies.

    Requirements :

    • College diploma in office administration or the equivalent.
    • Minimum of 5 years relevant experience.
    • Fluently bilingual in French and English, and excellent writing skills in both.
    • In-depth knowledge of various software programs (specifically Microsoft Office Suite: Outlook, Word, Excel and PowerPoint).
    • Excellent administrative abilities, strong organizational skills and detail-oriented.
    • Ability to thrive in a fast-paced, confidential and sensitive environment and work effectively under pressure to meet set deadlines.
    • Strong analytical skills.
    • Effective communication, interpersonal and presentation skills.
    • Collaborative, open-minded and creative in a team-oriented setting.
    • Adaptability, initiative, sound judgment, tact, and reliability.
    • Positive attitude, results oriented, dynamic and highly motivated.
    • Strong ability to prioritize workload.

     

    If you qualify for the mandatory requirements, and if the above describes your abilities and interests, please forward your resumé and cover letter in confidence to:
    Royal Canadian Mint, Human Resources,
    320 Sussex Drive, Ottawa, Ontario, K1A 0G8
    Fax : (613) 998-0272
    e-mail : careers@mint.ca

    While we appreciate all applications, only those selected for interview will be contacted.

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

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