Administrative Assistant, Ottawa Technical - Royal Canadian Mint

Royal Canadian Mint

Verified Company

Ottawa, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

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

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.

Requirements:

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.

**Ready to mint your career?