Administrative Support Specialist

3 weeks ago

Ottawa, Ontario, Canada CATSA ACSTA Full time

Job Summary:

The Executive Assistant provides administrative support to the Vice-President, People, Culture and Experience, and coordinates branch activities in support of corporate requirements.

Key Responsibilities:

  • Support the Vice-President in performing administrative duties and coordinating branch activities.
  • Organize and prepare various documents, reports, briefing notes, and presentations.
  • Experience in organizing and drafting emails, memos, and letters for senior management.
  • Advanced knowledge and experience with MS Office Suite of software, specifically Outlook, Word, Excel, and PowerPoint.
  • Track and maintain data and progress on various activities, projects, and initiatives.
  • Coordinate travel or event arrangements, and prepare and process claims and invoices.
  • Knowledge of protocols when working within senior executive office and when dealing with management and other senior government/industry stakeholders.
  • Organize and manage the VP's agenda and travel itinerary, travel reimbursement, tracking, and management of correspondence, executive briefings, and files.
  • Implement, monitor, and identify areas of improvement with respect to administrative processes, electronic filing, and tracking.

Requirements:

  • Ability to communicate (oral and in written) in a clear and concise manner, and to modify communications to suit the audience.
  • Highly organized with exceptional attention to detail.
  • Ability to anticipate others' needs and proactively act upon this knowledge.
  • Ability to multi-task and manage one's time efficiently while demonstrating initiative.
  • Negotiation, persuasion, and relationship-building skills.
  • Ability to negotiate deadlines and to identify priorities.
  • Diplomatic, cooperative, and discreet.
  • Ability to work in a fast-paced environment.
  • Dependable, thorough, and able to demonstrate integrity.
  • Ability to work in a team environment.

Preferred Qualifications:

  • Experience providing administrative and secretarial services at an executive level.
  • Experience in implementing, monitoring, and identifying areas for improvement with respect to administrative processes, filing, tracking, and bring forward systems.
  • Experience supervising staff and leading teams.
  • Understanding and ability to use MS Visio, MS Project, Adobe, and Shared Travel Services (STS).
  • Knowledge of CATSA's mandate and priorities, as well as an awareness of relevant legislation impacting CATSA.
  • Knowledge of Treasury Board of Canada Secretariat regulations and their applicability to Crown corporations.

Work Requirements:

  • Ability to work overtime as required.
  • Language profile: CBCC.
  • Ability to obtain and maintain a Secret security clearance.

Language: English

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