Executive Assistant

5 months ago

Ottawa, Canada CATSA ACSTA Full time

Summary of responsibilities:

Reporting to the Vice-President, People, Culture and Experience the Executive Assistant is responsible for supporting the Vice-President of the branch and for coordinating branch activities in support of corporate requirements. The Executive Assistant performs all other duties and responsibilities related to the position as required.

What you need to succeed
To qualify for the position, you must have:

Successful completion of a high school or college diploma with relevant experience in the field of Office administration; A minimum of five (5) years of experience providing administrative services to senior management; Thorough understanding of a similar environment to the branch in which the Executive Assistant serves and experience working in such an environment; Experience organizing and preparing a variety of documents, reports, briefing notes and presentations; Experience in organizing and drafting e-mails, memos and letters for senior management; Advanced knowledge and experience with MS Office Suite of software, (specifically: Outlook, Word, Excel and PowerPoint); Experience tracking and maintaining data and progress on various activities, projects and initiatives; Experience in coordinating travel or event arrangements, and preparing and processing 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; Experience in implementing, monitoring and identifying areas of improvement with respect to administrative processes, electronic filing and tracking; and Knowledge of methods, techniques and practices related to general administration and secretariat support planning and coordination.

This position is best suited to individuals with the following skills and abilities:

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;and Ability to work in a team environment.

Valuable skills include:

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.

Specific work requirements:

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

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