Officer, Administrative Support - Ottawa, Canada - Canada Post - Postes Canada

Canada Post - Postes Canada
Canada Post - Postes Canada
Verified Company
Ottawa, Canada

2 weeks ago

Sophia Lee

Posted by:

Sophia Lee

beBee Recruiter
Description
Job Requisition Id: 160029


Business Function:
Communication


Primary City:
Ottawa


Province:
Ontario


Employment Type:
Full-Time


Employment Status:
Permanent


Language Requirement:
Bilingual Imperative (BBBB)


Employee Class and Level:
CPMGB01

Number of Vacancies 1

Job Closing Date (MM/DD/YYYY): 02/06/2023


The Officer manages, facilitates and co-ordinates a complete range of administrative support services to ensure the smooth and effective functioning of the senior executive's office.

The Officer works proactively on the Senior Executive's behalf with mínimal guidance, performing effectively under pressure, demonstrating sound judgement and a high degree of discretion in making effective and timely decisions.

The Officer will support both the Senior Executive and two General Managers in addition to dealing with a broad range of senior stakeholders, both internal and external.


Responsibilities:

Below are the main job requirements and responsibilities for the Officer, Administrative Support.


  • The Officer, Administrative Support allows the Senior Executive and the General Managers to focus on corporate business by managing a complete range of administrative support services. This includes office administrative systems and effective records management, issues prioritization, communications, and relationship management with key stakeholders.
  • Strategically plans, co-ordinates and maintains scheduling of the Senior Executive's agenda including anticipating, planning and execution for events and meetings of all types, travel arrangements, logistics, and document preparation. Modifies the agenda based on established priorities.
  • On behalf of the Senior Executive and General Managers, follows up on all priority actions, maintaining a tracking system and ensuring timely completion. Facilitates resolution and communicates results of issues and outstanding action items, often involving highly sensitive information or circumstances. Leverages knowledge of business priorities and a resourceful approach to directly resolve many incoming non-technical or time-sensitive issues.
  • Anticipates and provides briefing material for presentations and meetings; integrates and summarizes information to facilitate decision-making. Develops or contributes to professional-level presentations and vets other material to ensure the utmost accuracy. Composes and signs correspondence per executive direction.
  • Interacts regularly with external stakeholders (such as customers, suppliers, business partners, competitors, government and agency officials and ministers, etc.) with complete professionalism, tact and discretion. Initiates or responds to requests, organizes meetings and events, and collaborates with other senior officials' and executives' offices.

Job Responsibilities (continued):


  • Facilitates a consistent approach to administration within the Executive's team, communicating priorities, preferences and updates. Manages all incoming and outgoing information and documentation and ensures timely responses and accuracy of information.
  • Undertakes special projects or responsibilities that require planning, execution, analysis of results and reporting. Occasionally takes or other responsibilities such as responding to Access to Information requests.
  • Contributes to the team's leadership and effective management by remaining up to date on corporate business, initiatives and priorities, and actively supports change management efforts to move the business forward.
  • Acts as a role model, mentoring, coaching and demonstrating leadership where applicable.

Qualifications:


Education

  • Completed postsecondary, preferably in Communications OR a combination of equivalent professional experience and training.

Experience

  • Minimum of two (2) years of experience in a senior Executive Administrative Assistant role(s)
  • Strong communication, analytical, and customer service skills
  • Proficient computer skills and competent with Microsoft programs.
  • Highly organized with a customerfocused outlook.
  • Ability to influence others and communicate effectively.
  • Possess excellent time management skills and sound judgement and decision making abilities.

Other Information:


Safety Sensitive Positions
This position may be considered a Safety Sensitive position.


Employment Equity
Disability is defined as a persistent or episodic physical, sensory, or mental health condition and/or functional limitation.

Disability includes both visible and hidden conditions and/or limitations that may impact vision, hearing, mobility, flexibility, dexterity, pain, learning, developmental, mental/psychological, and memory.


Conflict of Interest

The Conflict of Interest Policy prohibits employees from hiring, supervising or reporting to, directly or indirectly via the reporting hierarchy, their immediate family or close personal relations.

Should you feel that you may be in an actual or potential Confl
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