Question 1

The responsibilities associated with this position include

Accepted Answer

Co-ordinate the Senior Vice-President’s agenda to maximize efficient use of time and objectives; make travel arrangements, arrange for timely submission of expense claims, and prepare daily briefs;
Monitor the correspondence and communication routing and approval processes established by the organization;
Retrieve and distribute all relevant documentation and maintain the electronic filing system up to date;
Prioritize, classify and/or develop correspondence, meeting agenda and minutes, presentations, and information briefs in both official languages;
Co-ordinate the planning, preparation and logistics for meetings and independently act as focal point to facilitate the exchange of information, attendance, and to make travel arrangements as required;
Participate in meetings, and provide updates on the implementation of decisions emanating from meetings and other fora;
Assist with special projects as they arise involving contributions to project wide initiatives, review or development of business processes and areas for improvement;
Act as an office manager in our Ottawa facility and oversee the following tasks:
- Ensure that office equipment, supplies and systems are in place and functioning properly;
- Tracking expenses and managing office budgets, overseeing office facilities including maintenance, repairs and security;
- Liaise with building management, contractors and suppliers to ensure a safe and productive work environment;
- Coordinate and schedule meetings, conferences and events;
- Manage logistics, including venue reservations, catering arrangements, and coordination with attendees.

Question 2

Requirements

Accepted Answer

A Bachelor degree in Office Management/Secretarial studies or a related field;
Significant and recent experience as an Administrative Assistant to senior officials;
Experience coordinating documentation and managing information in the office of a senior official;
Experience in managing the agenda, all aspects of travel and hospitality for senior officials;
Experience in planning, preparing and coordinating meetings for senior officials;
Experience working in sensitive and high-pressure environment with constant and urgent demands;
Significant experience with Microsoft Office Suite;
Superior written and spoken language skills in both official languages (English/French).