Administrative Assistant

Job Summary

Major Responsibilities: 

The incumbent is accountable for providing a range of administrative support services to management.

• Assist the unit Head/DG by examining, analyzing, coordinating, prioritizing and organizing the administrative support work for the Branch,
• Prepare and process various administration requests such as training, human resources, official languages, accommodation, office equipment, information and technology, security and strategic planning,
• Maintain the Branch's budget by analyzing, reviewing and recommending expenditure requirements, compiling, entering and reconciling financial data into budget system, certifying expenditures and by providing periodic budget reports,
• Provide the DG with relevant and useful data (ex: budget, performance evaluation, training, human resources, etc.) by developing and maintaining various systems,
• Liaise with managers/employees on expenditures by ensuring that they comply with policies and regulations and that funds are available,
• Act as a resource person by providing advice and policy interpretation to managers, employees and external candidates,
• Control/organize the DG's appointments by scheduling/ rescheduling meetings according to priorities, compiling any background information required or that would be beneficial,
• Compose and draft written replies on behalf of the DG and review for quality and accuracy outgoing correspondence prepared by others for the DG.

Education

• Undergraduate degree and one (1) year of experience*.
• College diploma and three (3) years of experience*.
• High school diploma and seven (7) years of experience*.

The educational program must be from an accredited learning institution recognized in Canada.

If you have completed a program outside of Canada you will be required to obtain proof of a Canadian equivalency at your expense through a recognized credential assessment service.

Note: Any higher level of education could be recognized as experience.

Experience

*Experience in providing administrative support, including:

• Planning and coordinating multiple interrelated administrative activities.
• Scheduling meetings and appointments according to priorities.
• Dealing with managers and employees at all levels.
• Providing client services.

Competencies

• Adaptability/Flexibility
• Rigour
• Initiative
• Organizational skills / multitasking
• Professionalism
• Communication

Conditions of Employment

Not Applicable

Notes

The majority of work in our organization must be done in the office and cannot be performed at home.

A written examination will be administered to evaluate communication skills. If successful, applicants will be invited to an interview.

Reference Links

Security Requirements

Others