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: 166577


Business Function:
Delivery Operations


Primary City:
Ottawa


Province:
Ontario


Employment Type:
Full-Time


Employment Status:
Permanent


Language Requirement:
English Essential


Employee Class and Level:
CPMGB01

Number of Vacancies 1

Job Closing Date (MM/DD/YYYY): 03/08/2023


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 presents a professional image at all times on behalf of the Corporation by utilizing well developed public relations and communication skills in 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 to focus on corporate business by managing a complete range of administrative support services for the office. This includes office administrative systems and effective records management, issues prioritization, communications, and relationship management with key stakeholders.
  • Strategically plans, coordinates 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, 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 nontechnical or timesensitive issues.
  • Anticipates and provides briefing material for presentations and meetings; integrates and summarizes information to facilitate decisionmaking. Develops or contributes to professionallevel 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 with the Administrative Assistants across their team.

Qualifications:


Education

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

Experience

  • Minimum of five (5) years of experience in a senior Executive Administrative Assistant role(s) that demonstrates high levels of organization, a customerfocused outlook, skills with multiple software and social media packages, basic research and analysis and excellent influencing and communication skills.
  • Minimum of three (3) years of experience using the following software: MS Office (Word, Excel, PowerPoint, Outlook, Sharepoint). Experience with SAP is an asset.
  • 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.
  • Bilingualism in French and English is an asset

Other Information:


Hybrid Workplace
Your Official Work Location for this position at Canada Post is 2701 Riverside Drive, Ottawa, ON., K1A 0B1. Based on Canada Post's Hybrid Workplace Practice, and the current physical and client/stakeholder-facing requirements of your rol
More jobs from Canada Post - Postes Canada
See all jobs of Canada Post - Postes Canada