Bilingual Executive Assistant – 1 year contract – Downtown location Job in Ottawa K1P 5L4, Ontario Canada
Our Client has a requirement for a Bilingual Executive Assistant
Our client (Crown Corporation) is looking for an Executive Assistant to a Chief of Department. The details of the position are as follows:
Job Summary
Reporting directly to the Chief, you will provide bilingual, multi-skilled and dedicated secretarial and administrative support to the Currency Department. You are responsible for making the administrative activities run smoothly, efficiently and in a timely manner to ensure that the team achieves its objectives. As well, you understand and contribute to the achievement of the objectives outlined in the departmental entente. Finally, since you are part of the first line of contact with internal and external clients, you project a professional image for the department, respond to requests and redirect queries to the appropriate areas.
**Salary Range depending/based on experience: $48,000 to $56,000K**
Central Responsibilities
assist with calendar and document management for the Chief and Deputy Chief
assist in the departments budget activities
make travel arrangements upon request and track expense reports
schedule meetings; prepare background folders in preparation for meetings when applicable; provide assistance in planning larger meetings when principals/teams act as hosts, particularly with the preparation of reference materials and arrangement of overall logistics with internal service providers, including catering if needed
take minutes of meetings as required and circulate for approval
establish, maintain and update filing systems according to Records Management standards and the departments needs
prepare, format and edit short notes, papers, tables, reports, presentations, letters and other documents for members of the department as required
support the departmental Continuity of Operations Plan to ensure the departments ability to respond to any emergency
ensure the proper functioning of office equipment and manage inventory of office supplies
research information on Internet, as required
take initiative to enhance the efficiency and effectiveness of the office; recommend improvements to administrative processes; sort and route incoming information to assist department leaders and managers in their areas of responsibility in decision making
provide training and assistance to colleagues policies/guidelines and administrative tools and processes when applicable
perform other ad hoc duties and provide clerical assistance as assigned
Key Requirements
English and French essential
five years of work experience in a professional environment in a related field, or an equivalent combination of education and experience
advanced knowledge of Microsoft software such as MS Office (Word, Excel and Outlook) and Windows XP
ability to plan and organize work efficiently and effectively, anticipate needs and react quickly to new circumstances
strong administrative skills (word processing, proofreading, records management, organization and planning)
accuracy, flexibility and adaptability, even as priorities change and urgencies intervene
self-motivation and initiative
ability to work independently and in a team environment where mutual support is essential
good interpersonal and communication skills, exercising tact and diplomacy
ability to respect confidentiality of information
ability to exercise sound judgment
experience in setting priorities, monitoring projects and initiatives, and ensuring follow-through
solid interpersonal skills (team player): share expertise, provide constructive feedback and contribute ideas to achieve common goals
strong communication skills, both oral and written
If you are interested please email your resume to watermang@harringtonhr.com
We wish to thank all applicants for their interest and effort in applying for this position; however, only candidates selected for interviews will be contacted. WE ARE AN EQUAL OPPORTUNITY EMPLOYER.
Harrington has been providing recruitment services for over 32 years on a contractual or direct hire basis servicing government and private sector clients. Receiving five prestigious awards in the last six years has rewarded our efforts.
Harrington provides job seekers with a strategic advantage by providing our services in a flexible manner that allows hiring decisions to be made without reservations, or risk and with NO service fee to the job seekers. This is generally achieved in three ways:
1) Temporary Employee
2) Independent Contractor
3) Permanent placement
To learn more about Harrington and other job opportunities available, please visit us online at www.harringtonhr.com
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