Administrative Assistant to VP

Canada Post - Postes Canada - Ottawa, ON (30+ days ago)

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Job Requisition Id: 19011
Business Function: Operations Support
Primary City: Ottawa

Other Location(s):
Province: Ontario (CA-ON)
Employment Type: Full-Time
Employment Status: Permanent
Language Requirement: Various Linguistic Profiles
Employee Class and Level: CPMGB01
Number of Vacancies 2
Job Closing Date (dd/mm/yyyy): 31/07/2019

Job Description
This is a great opportunity for a highly professional, organized, versatile, multi-tasker who wants to be part of a dynamic team. Canada Post Corporation has an immediate opening for an accomplished Executive Administrative Assistant who would be excited to play a critical role in supporting a VP. In this role, you will take leadership of all vital office functions, including the coordination of priority actions, correspondence control, travel logistics, inter-departmental liaison and the provision of advice, communication, and presentation materials.

Job Responsibilities
Below are the main job requirements and responsibilities for the Executive Administrative Assistant.

On behalf of the VP, manage and execute all priority actions ensuring prompt, effective follow-ups take place. The position calls for significant discretion as the incumbent will be dealing with requests from senior corporate executives, external executives, government officials and Minister's Office on highly confidential and sensitive information, situations or conditions on behalf of the VP seeking resolution of problems and outstanding action items.

Maintain, co-ordinate and strategically plan the scheduling and prioritization of activities externally and internally of the VP by managing an electronically produced agenda. The Executive Administrative Assistant, must possess strong communication and leadership skills, be flexible, co-operative and tactful in dealing with the various contacts at all levels to ensure that the VP’s daily agenda is accurate, up-to-date and ensure that conflicts do not occur.

Interact with external/internal customers (such as large corporations, consulting firms, Presidents, CEOs etc.) regularly with professionalism, tactfulness and discretion. An integral part of these dealings is within CPC executive management (President and CEO/SVP/VP), Board members, government officials and Minister's Office where the Executive Administrative Assistant must be flexible and co-operative to ensure that the daily operation is kept running efficiently and effectively.

Undertake and/or participate in special projects for the VP where cross functional information and representation is required. May be required to attend senior management meetings weekly/monthly to keep abreast of functional requirements depending on the scheduling of such meetings.
Job Responsibilities (continued)
Compose and sign replies to general inquiries of a non-technical nature, acknowledgments and interim replies; drafts more difficult correspondence for signature by the VP; compile and summarize information to facilitate the preparation of replies to customers, employees etc. Manage all documentation and correspondence submitted to the VP to ensure timeliness of response and accuracy of information.

Perform additional duties such as: making travel and accommodation arrangements; making conference arrangements including choosing location, preparing cost analysis, menu planning and arranging for special technical equipment; requisitioning cheques; preparing travel claims; preparing and controlling budgets including monthly and year end variance analyses; requisitioning materials, supplies and equipment; and requesting repairs and services for office equipment.

The Executive Administrative Assistant must keep abreast of current and evolving technological software applications for use in day to day duties.

Qualifications
Education

Completed post-secondary, preferably in a related field OR a combination of equivalent professional experience and training.

Experience

Minimum of three (3) years of experience in a senior Executive Administrative Assistant role (s) that demonstrates high levels of organization, a customer-focused outlook, skills with multiple software and social media packages, basic research and analysis and excellent influencing and communication skills.

Minimum of three (3) years of experience using the following software: MS Office (Word, Excel, PowerPoint, Outlook). Experience with SAP is an asset.

Other Candidate Requirements

Strong communication, analytical, and customer service skills.
Able to obtain security clearance at “secret” level
Various linguistics profiles: either BBBB or English essential
Other Information
Anticipatory staffing.

Multiple positions (Indeterminate and Term positions, Possibility of extension or permanency).

Employment Equity
Canada Post is committed to employment equity and encourages applications from women, Aboriginal people, persons with disabilities and visible minorities.

Conflict of Interest
The Conflict of Interest Policy prohibits employees from hiring, supervising or reporting to, directly or indirectly via the reporting hierarchy, their immediate family or close personal relations. Should you feel that you may be in an actual or potential Conflict of Interest in regard to this job opportunity, you must communicate with the designated Human Resources representative.

Accommodation
If you are contacted by Canada Post regarding a job opportunity or testing, please advise if you require accommodation.

Important Message
Your application must clearly demonstrate how you meet the requirements as Canada Post cannot make assumptions about your education and experience. We thank all those who apply. Only those selected for further consideration will be contacted.

Our Leadership Behaviours
Decision Making – A champion of the organization who takes calculated risks and makes prudent, common sense decisions about current issues, future opportunities and resource requirements in a timely, well thought out manner that aligns with the corporation's best interests.
Accountability – An individual who strives for performance excellence and who holds him/herself and direct reports accountable for decisions and actions and for learning from mistakes when intended results are not achieved.
Business Orientation – A proactive individual who understands the competitive nature of the business, and is committed to sustaining the business through excellent customer service and new business opportunities.
Execution – A focused and self-motivated individual who acts with a sense of urgency and delivers on time and within budget, by dealing effectively with challenges and ambiguous situations.
Leading People – A compelling communicator and leader who engages, motivates and inspires others to achieve results and who encourages personal growth and finding better ways of doing things.

Our Values
Canada Post’s corporate values reflect the principles, beliefs and aspirations that guide our behaviour and shape our culture.
Transformation – We will innovate and transform to win in the marketplace.
Customer – We serve Canadians with pride and passion.
Integrity – We act responsibly and with integrity.
Respect – We treat each other with fairness and respect.
Safety – We are committed to a safe and healthy environment for all our stakeholders.