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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
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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.

Your 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.

Qualifications:

  • 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

The health and safety of our employees is a top priority. The Mint has developed significant and rigorous safety protocols to address the COVID-19 pandemic.

At the Mint you will collaborate with a diverse group of people and be a part of an iconic Canadian organization. We pay competitive salary and offer a range of benefits that support employees and their families. The Mint supports its employees by focusing on their growth and development. Selected candidates will be required to complete a background check facilitated by the Mint. 

The Mint is committed to building a team that represents a variety of backgrounds, perspectives, and skills. We value diversity and aim to provide an inclusive, barrier-free recruitment, selection and onboarding process to ensure that each candidate is treated respectfully.  You are welcome to self identify with one of the four employment equity groups (women, Indigenous peoples, persons with disabilities and members of visible minorities) in your application.

If you need accommodation at any point in the application or interview process, please let us know; we are committed to being an inclusive employer. 

Ready to mint your career?

Please forward your resume to careers@mint.ca by March 10, 2023. We thank all candidates who apply, however, only those selected for further consideration will be contacted.

We look forward to receiving your application.