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Administrative Assistant, Impact Office

  • Impact Office
  • Ottawa
  • Full Time
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To apply, please forward your resume and cover letter by Sep 30, 2022

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

Reporting to the Chief Impact Officer, the Administrative Assistant is responsible for supporting activities that ensure the smooth functioning of the team. The incumbent interacts with a wide range of internal and external stakeholders and requires the use of judgement and discretion. Activities include support of event planning, presentation materials, records management, schedule management, preparing correspondence and other administrative duties.

Essential Duties and Responsibilities

  • Logistics: Provide support with coordinating the logistics of various projects. Manage the planning, preparation and logistics for meetings and events. Act as focal point of communication to facilitate the exchange of information, develop and adjust schedules, 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.
  • 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 prioritise and organise the schedules for the team. Analyze, summarize and provide background information on critical and sensitive issues.
  • 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. Acts as the liaison with translation.
  • Budget reconciliation: Create, process and reconcile purchase orders, pay invoices and reconcile the cost centre budgets accordingly on a regular basis.
  • Documents: 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.
  • 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.

Requirements

  • 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.
  • Knowledge of a variety of automated systems and software such as word processing, presentation, database, spreadsheet, internet and information management programs to prepare the necessary documentation required (specifically Microsoft Office Suite: Teams, Outlook, Word, Excel and PowerPoint).
  • 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.
  • Spoken and written bilingualism (French/English) is essential.
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