Office Admin & Legal - Ottawa

MaxSys is currently looking for an Administrative Services, Intermediate for our Federal Client.

• Secondary school diploma is required
• Must have  at least 2 years of experience in using MS Office (Microsoft Word, Microsoft PowerPoint and Microsoft Excel)
Duties, but not limited to:
• Manages, or assists in the management, of the Senior Executive’s daily agenda; commits time based on the nature of the subject matter and the urgency of the request; and, makes decisions to reschedule appointments based on unforeseen or urgent situations.
• Coordinates the flow of ministerial and executive correspondence/documentation received in the office of a Senior Executive; analyzes material and determines appropriate action, including deadlines and response requirements (e.g. individual or coordinated reply, standard reply, referral to another Branch, Sector or partner organization); summarizes salient information and directs correspondence to the appropriate program area.
• Identifies the requirement for briefing material prior to meetings, consultations and conferences and consults with senior Branch and Sector staff and other departmental and interdepartmental contacts to organize and compile required material, ensure its adequacy, accuracy and relevance, and that it is presented in the appropriate format.
• Determines the administrative requirements for meetings/committees; researches and provides explanations of departmental or central agency administrative directives (eg. Hospitality); assists the Senior Executive in the preparation of agendas and supporting documents; follows up with service providers to ensure that deliverables are understood and will meet deadlines; prepares participant lists and ensures instructions have been issued and received; follows up and briefs the Senior Executive on any exceptional circumstances.
• Plans and coordinates conferences, establishes a critical path for these events, identifies and arranges administrative and logistical requirements, forecasts, tracks and reports related costs, and ensures the provision of high quality services within
• Prepares and/or monitors minutes or decision documents from meetings/committees, consultations or conferences to ensure items are completed, revised or removed.
• Makes travel arrangements for the Senior Executive; prepares itineraries; books meeting facilities; prepares contracts and handles logistics; prepares, verifies information and processes travel claims.
Language: Bilingual – Intermediate
Security Clearance: Secret Level
If you meet all the above requirements, please send your resume today to Katherine Spallin at: 
*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 July 26, 2019
Experience Required 2 years
Job Duration Temporary
Education Required N/A