Job Summary

This position provides a high standard and professional level of confidential administrative and executive secretarial support to the Director and the management team of the department.

Duties & Responsibilities

• Provides administrative and executive secretarial support to the Directors and management team.
• Coordinates administrative aspects for the department’s management team, including scheduling appointments and meetings and processing mail.
• Formats, edits, and coordinates the submission of all public and in-camera department reports prepared for the management team so they comply with Corporate Standards.
• Prepares, edits, and circulates a variety of correspondence, including those of a confidential nature, on behalf of senior management staff.
• Assists with department purchases at an administrative level to check for accuracy; distribute and track correspondence as necessary. 
• Takes, prepares, and distributes minutes of department meetings.
• Arranges registration to conferences, workshops and training sessions for department staff.  Arranges travel plans, travel expense advances and itineraries for department staff, as required.
• Prepares confidential correspondence for management staff.
• Oversees the processing of reports and internal and external correspondence, so that they comply with Corporate standards.
• Receives, screens, and expedites telephone, written and in-person enquiries and determines appropriate action.
• Plans and coordinates special events for the department.  
• Performs other related duties as assigned.

Qualifications

Education, Training and Experience Requirements    

• Grade 12 education.
• Graduation from a one-year, post-secondary business-related program.
• Two years related senior administrative/secretarial experience.

Knowledge, Skills and Abilities

• Ability to deal with sensitive information in a confidential manner.
• Ability to compile and coordinate information to compose correspondence and reports.
• Ability to establish and maintain effective working relationships.
• Ability to work with minimal supervision.
• Skill in the use of a computer with Microsoft Office software.