Administrative Assistant, Operations Permanent Position
The 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, Operations - 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 RCM 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.
This opening is to be filled on a hybrid working arrangement, and the incumbent will be required to work from the Ottawa location generally on an average of 3 days a week which could change based on operational requirements.
This selection process may also qualify you for other positions with similar requirements and qualifications.
Qualifications:
Languages Requirements:
- An intermediate level of bilingual proficiency in both official languages (English / French) is required at the time of hire. If a bilingual candidate is not identified, other language profiles may be considered in accordance with the Mint's Staffing Policy.
Education & Designation:
- College diploma or certificate in related area or a combination of education and relevant work experience will be considered
Experience:
- Minimum of 3 years of related business experience
Additional Qualifications:
- Knowledge in MS Office and alternate IT system used at RCM (V.I.P., DAX)
- Strong writing skills
- Strong organizational skills
- Financial and budget comprehension
- Adaptability to changing priorities and acute sense of urgency
- High standards of ethics and confidentiality to handle sensitive information
Why the Mint?
At the Mint, you will collaborate with a diverse group of people and be a part of an iconic Canadian organization. Your safety and wellbeing are our top priority. We offer outstanding pay and total rewards for you and your family and you will be supported to continuously learn throughout your career.
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. In accordance with the Employment Equity Act, you are invited to voluntarily self-identify with one or more of the four employment equity groups (women, Indigenous Peoples, persons with disabilities and members of visible minorities) by sending your application to the confidential email, ee@mint.ca that is accessed only by the Human Resources section.
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. For a confidential inquiry, simply email us directly at ee@mint.ca to make arrangements.
What to Expect
In order to be considered for an interview, please clearly demonstrate on your application how you meet the education and experience qualifications. The additional qualifications may be assessed through interviews, exams, reference checks, etc. If successful, you will be required to complete a background check facilitated by the Mint in order to obtain a security clearance.