Executive Assistant, Office of The Vice-president - Ottawa, Canada - Royal Canadian Mint

Royal Canadian Mint

Verified Company

Ottawa, Canada

1 week ago

Posted by:

Sophia Lee

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Description

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

Essential Duties and Responsibilities:

Performs full secretarial and administrative duties by ensuring that all support activities necessary for the Human Resources Division are carried out in an efficient and timely manner.
Assists the VP by drafting, editing and proofreading correspondence (often of a confidential nature) for Vice-President approval and/or signature.
Assists the VP in creating, designing, editing reports and presentations for meetings of the executive committee, the Board of directors and other groups as re
Screens, redirects and/or responds to requests from the VP's direct reports, other Mint executives, Board Members and the office of the President & CEO.
Screens incoming correspondence for the Vice-President's perusal in order of priority. Opens,sorts and distributes paper copy and electronic correspondance.
Schedules and maintains the Vice-President's working schedule, coordinates arrangements for meetings and resolves conflicting priorities.
Provides assistance to the VP's direct reports as required.
Acts as a focal point for the receipt of the employees who seek advice/information and ensures that they receive a prompt service.
Coordinates travel and lodging reservations, verifies travel claims for accuracy and completes the VP's expense report.
Assists in the preparation of VPHR's yearly budget and administers same throughout the year.
Maintains the Vicepresident's operating budget and submits expenditures for approval; reconciles the monthly financial report.
Ensures that documentation for the HR Committee is submitted/formatted/translated within an appropriate time frame to ensure a timely distribution to the Board Members.
Assists the Vice-President and direct reports with the coordination of special projects and events. Takes minutes of various committee meetings and follows up on outstanding issues when required.

Requirements:

College diploma in office administration or the equivalent.
Minimum 5 to 10 years relevant experience, preferably at the executive level.
Fluently bilingual (French and English), oral and written.
Must have indepth knowledge of various software programs (

Microsoft Office:
Word, Excel and PowerPoint).

Excellent administrative abilities, strong organizational skills and detailoriented.
Ability to thrive in a fastpaced, confidential and sensitive environment and work effectively under pressure to meet set deadlines.
Effective communication, interpersonal and presentation skills.
Collaborative, open minded and creative in a teamoriented division.
Adaptability, initiative, sound judgment, tact, and reliability.
Positive attitude, results oriented, highly motivated and energetic.
Strong ability to prioritize work.
Ability to work well independently and as part of a team.

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?