Administrative Assistant, Human Resources & Security
Royal Canadian Mint
Ottawa
3d ago

Essential Duties and Responsibilities :

  • Assist the Directors and CSO in creating, editing and proofreading, reports, presentations and other documentation.
  • Provide administrative support to the HR and security teams to ensure that timelines and deliverables are met.
  • Plan and update the Directors' and CSO agendas, coordinate meetings and manage their priorities.
  • Create and process purchase orders for the HR and Security teams, receive and pay invoices, and maintain the operational budget up-
  • to-date and reconcile with the financial reports.

  • Greet employees and visitors and ensure they receive prompt service.
  • Coordinate and book travel arrangements, prepare and review travel claims against the policy and complete expense reports.
  • Organise meeting logistics, draft minutes of meetings when required and follow-up on outstanding items as needed.
  • Handle the processing, safekeeping and archiving of both electronic and paper versions of documents that fall under the Directors' responsibility.
  • Provide support with the filing of documentation.

  • Assist in handling the management and safekeeping of highly confidential and sensitive documents and files.
  • Coordinate the timely responses to Parliamentary Inquiries and Access to Information Requests received by the Directors and the CSO.
  • Ensure team members complete their timesheets in a timely fashion, input the data into HR system as appropriate and advise of any discrepancies.
  • Requirements :

  • College diploma in office administration or the equivalent.
  • Minimum of 5 years relevant experience.
  • Fluently bilingual in French and English, and excellent writing skills in both.
  • In-depth knowledge of various software programs (specifically Microsoft Office Suite : Outlook, 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.
  • Strong analytical skills.
  • Effective communication, interpersonal and presentation skills.
  • Collaborative, open-minded and creative in a team-oriented setting.
  • Adaptability, initiative, sound judgment, tact, and reliability.
  • Positive attitude, results oriented, dynamic and highly motivated.
  • Strong ability to prioritize workload.
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