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Administrative Assistant, Ottawa Technical Operations – Quality Systems – Supply Chain and Planning (14-month Term)

  • Ottawa Technical Operations & Quality Systems
  • Ottawa
  • 14-month Term

To apply, please forward your resume and cover letter by Feb 24, 2023

The Royal Canadian Mint is hiring an Administrative Assistant who can thrive in a dynamic and inclusive environment.

Reporting to the Director, Ottawa Technical Operations & Quality Systems the Administrative Assistant, Technical Operations – Quality Systems – Supply Chain and Planning is responsible of providing administrative support to the Directors and their colleagues. The ideal candidate will be experienced in handling a wide range of administrative support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized with attention to detail, take initiative, be collaborative, results oriented and enjoy the administrative challenges of supporting a large office of diverse people and programs.

Essential Duties and Responsibilities

  • Supports Directors and sections by organizing and participating in meetings and special events as well as maintain their calendars. Ensures that all aspects such as: agendas, conference rooms, catering, IT, documentation, coordination, etc. are organized in a professional manner.
  • Support the teams by helping when needed while offering a great customer experience.
  • Ensure that key communication messages are cascaded to the sections.
  • Prepare Travel Authorities as well as Hospitality, Conference, Event and Group Travel Expenditure Approval forms in accordance with the policy. Organize cost effective travel arrangements for the sections, prepare requests for cash advances and travel/general expenses.
  • Prepare Travel Authorities and Letters of Invitations for vendors visiting the Mint from outside of Canada.
  • Conduct research for and assist in the preparation of presentations / reports: sectional budget, workforce plans, training plans, executive presentations, Access to Information requests, Parliamentary Inquiries, etc.
  • Create and maintain all files and documents: physical strategic files, intranet documents, vendor list, process all incoming and outgoing mail, prepare documents for archiving.
  • Reconcile procurement credit card for sectional purchases, prepare purchase requisitions.
  • Assists in drafting, proofreading and editing internal/external documents including, but not limited to, emails, templates, correspondence and presentations, etc.


  • College diploma or certificate in related area or a combination of education and relevant work experience will be considered
  • Minimum of 3 years of related business experience
  • Bilingualism is an asset
  • Strong knowledge of Mint internal policies
  • Knowledge in MS Office and alternate IT system used at Mint (V.I.P., DAX)
  • Strong writing skills
  • Financial and budget comprehension
  • Adaptability to changing priorities and acute sense of urgency
  • High standards of ethics and confidentiality to handle sensitive information