Executive Assistant, Office of The Vice-president

2 weeks ago

Ottawa, Canada Royal Canadian Mint Full time

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, re-directs 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, co-ordinates 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.
- Co-ordinates 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 Vice-president’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 in-depth knowledge of various software programs (Microsoft Office: Word, Excel and PowerPoint).
- Excellent administrative abilities, strong organizational skills and detail-oriented.
- Ability to thrive in a fast-paced, 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 team-oriented 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?

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