Office Admin & Legal - Ottawa

MaxSys is currently looking for an Administrative Assistant, Advanced for our Federal Client.
Qualifications:
 
Education:
• Secondary school diploma is required
Experience:
The deliverables that the Administrative Assistant (Advanced) will be required to produce in various formats and will include but is not limited to a) Microsoft Word, b) Microsoft Excel, c) Microsoft PowerPoint, d) Microsoft Project, e) Adobe Acrobat, and f) Visio.
The Administrative Assistant (Advanced) will be responsible for, but not limited to, the following deliverables on a continuous basis:

• Meeting minutes
• Decision documents
• PowerPoint presentations
• Managing the Dg’s Agenda
• Meeting documents
• Standards, protocols and supporting documentation on administrative matters related to CTO
• Expenditure, travel invoice and payments reports
• Contract tracking reports
• Financial tracking records
• Track translations submissions and provide tracking reports
Duties:
• Provide administrative support in the management of daily schedules including the planning and coordination of meetings and travel for senior management of the CTO
• Provide administrative support in the fast paced changing environment and produce deliverables in tight deadlines related to the status of Directorate`s work
• Send tasking on behalf of the Directorate
• Be proactive and provide the DG necessary support to carry out her duties
• Planning and organizing meetings
• Maintain and update relevant CTO information in manual and electronic files such as Portfolio activity schedules, status reports, correspondence etc. including the utilization of the electronic document management system, Apollo
• Experience with utilizing MS Word, MS Project, MS Excel, ‘S Visio and MS Outlook to provide administrative and technical support of a clerical nature as required
• Assist management and data processing resources, technical users and end users in routine tasks and maintain documentation
• Act as the first point of contact in a “hot-line” situation by accepting incoming calls, logging calls attempting to resolve problems and following established procedures for problems
• Track and monitor action and information requests
• Use Agency operation tools too preform work; communicate with Portfolio personnel on administrative matters related to the Portfolio
 
Language: Bilingual – Intermediate
Security Clearance: Enhanced Level
 
If you meet all the above requirements, please send your resume today to Katherine Spallin at: 
 
k.spallin@maxsys.ca 
 
*Please note, only qualified candidates will be contacted and the position could be filled prior to closing date. Thank you.*
 

Position Type Contract
Application Deadline February 28, 2019
Experience Required N/A
Job Duration Temporary
Education Required N/A