Executive Assistant, Office of the Cco (1 year term)
The Mint is hiring Executive Assistant, Office of the CCO for a one-year term, who can thrive in a dynamic and inclusive environment.
Reporting to the Chief Commercial Officer (CCO), the Executive Assistant is responsible for delivering all administrative tasks related to the Vice-President's responsibilities, objectives and priorities. The ideal candidate will have experience managing an extensive range of executive and administrative tasks of a sensitive and confidential nature and will be capable of working independently, with little supervision. The candidate is organized and capable of handling and resolving the administrative difficulties inherent in supporting a diversified team and fast-paced environment.
Your Responsibilities:
- Manage the CCO's agenda to maximize efficient use of time to ensure that accountability and objectives are met. Monitors the correspondence and communication through the Office including obtaining and distributing all relevant documentation.
- Maintain, schedule, preparation and development of material and any requirements for the President, CCO and the Board of Directors and its activities.
- Manages the planning, preparation and logistics for meetings chaired by the CCO, acts as focal point of communications to facilitate the exchange of information, develops and adjusts schedules, resolves conflicts, prepares and distributes lists of participants, agendas and background information, participates in meetings when required, and conducts follow up on the implementation of decisions emanating from meetings and other action items.
- Manages travel arrangements, dealing with internal and external customers, clients and Mint staff on matters relating to the office of the CCO.
- Maintain divisional operating budget and submit expenditures for approval; reconcile the monthly financial report; create requests to purchase goods & services.
- Track and enter leave records for all CCO direct reports.
- Manage the electronic filing system of the CCO team.
This opening is to be filled on a hybrid working arrangement, and the incumbent will be required to work from the Ottawa location generally on an average of 3 days a per week which could change based on operational requirements.
This selection process may also qualify you for other positions with similar requirements and qualifications.
Qualifications:
Languages Requirements:
- An advanced level of bilingual proficiency in both official languages (English / French) is required at the time of hire. If a bilingual candidate is not identified, other candidate language profiles may be considered in accordance with the Mint's Staffing Policy.
Education & Designation:
- College diploma or certificate in related area or a combination of education and relevant work experience will be considered.
Experience:
- Minimum of 5 years of related business experience
Additional Qualifications:
- In depth knowledge of administrative and business processes essential to maintaining competitive advantage.
- Knowledge of Access to Information and Privacy Act (ATI): to responds to and or provide advice on the preparation of responses to requests for information under the acts.
- Writing, proof-reading and editing techniques to compose, redraft, edit and/or review documentation for content, tone, style, grammar and quality text, as well as ability to assess the quality of the material.
- Knowledge of a variety of automated systems and software such as MS Office.
- Has a strong sense of initiative, strong negotiation skills and techniques with ability to work under pressure and with tight deadlines.
- Very good interpersonal skills, excellent customer services skills. Ability to work with others effectively.
- Well organized and excellent time and priority management skills.
- Ability to learn, grow and continuously improve.
- Ability to share information and be collaborative
Why the Mint?
At the Mint, you will collaborate with a diverse group of people and be a part of an iconic Canadian organization. Your safety and wellbeing are our top priority. We offer outstanding pay and total rewards for you and your family and you will be supported to continuously learn throughout your career.
The Mint is committed to building a team that represents a variety of backgrounds, perspectives, and skills. We value diversity and aim to provide an inclusive, barrier-free recruitment, selection and onboarding process to ensure that each candidate is treated respectfully. In accordance with the Employment Equity Act, you are invited to voluntarily self-identify with one or more of the four employment equity groups (women, Indigenous Peoples, persons with disabilities and members of visible minorities) by sending your application to the confidential email, ee@mint.ca that is accessed only by the Human Resources section.
If you need accommodation at any point in the application or interview process, please let us know. We are committed to being an inclusive employer. For a confidential inquiry, simply email us directly at ee@mint.ca to make arrangements.
What to Expect
In order to be considered for an interview, please clearly demonstrate on your application how you meet the education and experience qualifications. The additional qualifications may be assessed through interviews, exams, reference checks, etc. If successful, you will be required to complete a background check facilitated by the Mint in order to obtain a security clearance.