Adjointe administratives

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BACKGROUND

The Public Health Agency of Canada requires an Advanced Executive Assistant for an assignment from approximately January 30 to March 30, 2012 to assist in the execution of administrative activities, including: tracking documents and developing tracking reports, supporting the planning and organization of meetings and conference calls; preparing correspondence; processing mail/email and distributing documents for meetings and teleconferences; and providing general administrative support to the Executive Director and the division.

DUTIES

The Executive Assistant coordinates and acts as the entry point for all Division concurrence and approval process: advises managers on the timing and distribution, format and transmission of briefing notes and correspondence; ensures all documents are entered in MECS tracking system and maintains follow-up to approving authorities.

WORKING ENVIRONMENT

Fast paced office environment.

MANDATORY CRITERIA (resource must have the following)

Minimum Mandatory Qualifications:

Education:

• Secondary school diploma or an acceptable combination of education, training and experience is required

Experience:

Minimum of five (5) years relevant experience is required
The following criteria must also be met:

Essential:

Minimum of five (5) years of relevant experience is required for:

• Experience managing, routing, assembling and disseminating correspondence and briefing materials such as webmail and action requests
• Experience in collecting, inputting and updating data using various electronic applications
• Experience in reviewing and editing documents
• Experience in performing file management functions and maintaining a bring forward system
• Experience with general office administrative duties such as photocopying, faxing and scanning documents
• Experience in providing general administrative support to senior manager and team such as scheduling and organizing meetings and/or teleconferences, reserving meeting rooms, preparing agendas, setting up teleconference equipment (polycom, digital recorder, projector) and preparing meeting packages
• Recent experience using word processing software such as Word, Word Perfect, PowerPoint, Excel and Outlook/Lotus Notes
• Experience in booking travel and processing travel authorities and advances, records of travel expenses and travel expense claims

Asset Qualifications:

• Certificate, diploma, or degree from a recognized post secondary institution
• Successful completion of courses in administration (business, office, public, etc.), financial management, business or related field at the secondary school level or from a recognized post secondary institution
• Experience in drafting minutes and/or records of decision
• Minimum of one (1) year of experience working in the federal government as an Executive Assistant

Knowledge:

• Knowledge of major computer software programs, including Word, WordPerfect, PowerPoint, Excel, Outlook, Lotus Notes, MECS
• Knowledge of administrative procedures relating to routing of correspondence