Administrative Assistant To Managers

Administrative Assistant to Managers opportunity with The Government of Prince Edward Island!

• Benefits Available
• Starts now until February 2024, with possibility of extension
• $25 - $28 an hour
• And much more!

The PEI Department of Agriculture and Land aims to encourage the development of an innovative, diverse and inclusive workforce which enables the organization to realize its goals.

This position provides senior level administrative support services to the Land Division Managers. This position is located in a Division that is diverse, complex and fast-paced.

Duties will include:

• Maintain professional communication with internal and external stakeholders via phone, e-mail, mail, and in-person meetings;

• Schedule appointments and maintain a system for important files and due dates using Divisional Managers Calendars;

• Organize and file briefing materials to support meetings, teleconferences, briefings, intergovernmental or interdepartmental committees, projects, and legislative initiatives;

• Assist with various meeting requirements including prepare, assemble and distribute agenda materials, take minutes, follow-up on actions taken and notify appropriate parties;

• Prepare correspondence, reports, memoranda, presentations, letters and other documentation, on a variety of subjects including confidential topics (e.g., Treasury Board and Executive Council memorandum);

• Gather information to support projects and initiatives, as requested by the Divisional Managers;

• Manage the administration of records (RIM) and Freedom of Information requests for the Managers;

• Prepare submission file; date stamp receipt and initial, review submission materials for completeness, as required by Municipal Review Checklist, graphite any seals and scan submissions;

• Enter submission information into Planning Submission Tracking and check off completed tasks from Municipal Submission Checklist;

• Audit and process Divisional Managers in-province and out-of-province travel authorizations and expense claims;

• Prepare and audit reports for Oracle Expense Distributions, Account Analysis, and Hyperion;

• Assist in the preparation and updating of quarterly forecasts;

• Assist in preparation of annual budgets and provide accurate and timely information;

• Produce reports relating to permits and licenses upon request;

• Responsible for the organization of employee engagement events, being a member of the social committee and managing the staff fund, and

• Other duties, as required.

Minimum Qualifications:

• Successful completion of a recognized college administrative diploma or degree or an undergraduate degree from a university;

• Considerable work experience in a mid-level administrative support role;

• Demonstrated equivalencies will be considered;

• Experience managing and coordinating schedules (e.g., appointments);

• Experience assisting with the management of budgets;

• Some experience formatting official correspondence;

• Some experience managing records;

• The successful applicant must provide a satisfactory Criminal Records Check prior to beginning employment.

• Proficiency in the use of Microsoft Word, Excel, PowerPoint and Outlook;

• Knowledge and ability in using various types of office equipment, A/V equipment, other;

• Ability to manage competing and time sensitive priorities;

• Excellent interpersonal and communicational skills;

• Demonstrated ability for accurate minute taking;

• A high degree of proficiency with English composition.

Other Qualifications:

• Proficiency in the use of Oracle FIS would be considered an asset.

Note: Please ensure the application clearly demonstrates how you meet the noted qualifications as applicants will be screened based on the information provided. The successful candidate will be the only individual receiving written notification of competition results. The “Notification of Successful Candidates” list posted on the Employment Opportunity board will serve to inform all other applicants of competition results.