Office Admin & Legal - Ottawa

MaxSys is currently looking for an Executive Assistant, Intermediate Candidates for our Federal Clients.

The Executive Assistant provides administrative support to senior level staff and will work with CCM Mercury, RDIMS or another electronic correspondence tracking system, as well as standard office equipment and software (Windows XP, Word, Excel, Access, etc.). Familiarity with office management practices, relevant Department or Agency administrative practices, policies and directives as well as excellent writing, analytical, organizational and communication skills are required. The Executive Assistant will have the ability to prioritize his/her workload, as there may be multiple projects or assignments with conflicting deadlines and ongoing responsibilities.

Major Duties:
• Inputting data, processing and updating, routing correspondence and maintaining bring-forward (BF) systems
• Managing daily office operations and coordinating agendas
• Organizing meetings, teleconferences and events
• Preparing background materials
• Answering the telephone, operating telephone switching systems and taking messages
• Performing document and file management functions, including e-filing
• Photocopying, faxing and scanning documents
• Preparing correspondence, reports, statements and other material
• Scheduling and organizing national and international travel arrangements
• Assembling and disseminating correspondence and briefing materials for senior Management

Typical Duties May Include:
• Managing calendars for senior staff and managers
• Preparing background materials
• Organizing meetings and teleconferences
• Maintaining a system for routing and tracking critical, confidential paper and electronic correspondence and ministerial requests
• Maintaining an electronic and hard copy filing system
• Assisting in communications
• Coordinating and providing editorial assistance
• Composing memos, correspondence and presentations
• Assembling and disseminating correspondence and briefing materials
• Monitoring traditional and non-traditional publications
• Processing travel claims and invoices

Minimum Mandatory Qualifications:
• Secondary school diploma or an acceptable combination of education, training and experience

• Minimum of one year of relevant experience

If you meet all the above requirements, please send your resume today to Cassandre Louis
*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 March 2, 2018
Experience Required 1 year
Job Duration Temporary
Education Required N/A