Executive Assistant, Office Of The Cco

The Royal Canadian Mint is hiring an Executive Assistant, Office of the CCO who can thrive in a dynamic and inclusive environment. Reporting to the Chief Commercial Officer (CCO), the Executive Assistant is responsible for delivering all administrative tasks related to the Vice-President’s responsibilities, objectives and priorities. The ideal candidate will have experience managing an extensive range of executive and administrative tasks of a sensitive and confidential nature and will be capable of working independently, with little supervision. The candidate is organized and capable of handling and resolving the administrative difficulties inherent in supporting a diversified team and fast-paced environment.

Key Responsibilities:

• Manages the planning, preparation and logistics for meetings chaired by the CCO, acts as focal point of communications to facilitate the exchange of information, develops and adjusts schedules, resolves conflicts, prepares and distributes lists of participants, agendas and background information, participates in meetings when required, and conducts follow up on the implementation of decisions emanating from meetings and other action items.
• Maintain divisional operating budget and submit expenditures for approval; reconcile the monthly financial report; create requests to purchase goods & services.
• Manage the CCO’s agenda to maximize efficient use of time to ensure that accountability and objectives are met. Monitors the correspondence and communication through the Office including obtaining and distributing all relevant documentation.
• Maintain, schedule, preparation and development of material and any requirements for the President, CCO and the Board of Directors and its activities.
• Manages travel arrangements, dealing with internal and external customers, clients and Mint staff on matters relating to the office of the CCO.
• Manage the electronic filing system of the CCO team.
• Track and enter leave records for all CCO direct reports.

Requirements:

• Ability to share information and be collaborative.
• Minimum of 5 years of related business experience.
• Well organized and excellent time and priority management skills.
• Writing, proof-reading and editing techniques to compose, redraft, edit and/or review documentation for content, tone, style, grammar and quality text, as well as, ability to assess the quality of the material.
• Very good interpersonal skills, excellent customer services skills. Ability to work with others effectively.
• Knowledge of a variety of automated systems and software such as MS Office.
• Techniques and practices in planning, priority setting, and organizational assessment skills are required to manage shifting and unforeseen priorities, as well as ensuring division commitments are met within expected timeframe, under heavy workload and multiple demands.
• Bilingual (English and French) essential
• College diploma or certificate in related area or a combination of education and relevant work experience will be considered.
• In depth knowledge of administrative and business processes essential to maintaining competitive advantage.
• Ability to learn, grow and continuously improve.
• Knowledge of Access to Information and Privacy Act (ATI): to responds to and or provide advice on the preparation of responses to requests for information under the acts.
• Has a strong sense of initiative, strong negotiation skills and techniques with ability to work under pressure and with tight deadlines.

The Mint is committed to building a team that represents a variety of backgrounds, perspectives, and skills. We value diversity and aim to provide an inclusive, barrier-free recruitment, selection and onboarding process to ensure that each candidate is treated respectfully. You are welcome to self identify with one of the four employment equity groups (women, Indigenous peoples, persons with disabilities and members of visible minorities) in your application.

If you need accommodation at any point in the application or interview process, please let us know; we are committed to being an inclusive employer.

In order to be considered, your application must clearly indicate that you are a Mint employee and how you meet the essential skills, abilities and qualifications as stated in the job posting. Candidates will not be contacted regarding incomplete or missing information.

Selected candidates will be required to complete a background check facilitated by the Mint, in order to obtain Secret Clearance status.

Please forward your resume to [email protected] by September 22, 2023.

We look forward to receiving your application.