Administrator Coordinator Job

Job Overview

Ottawa, Ontario
Job Type
Salary / Compensation
$46,600 - $69,900 Per Year
Date Posted
1 year ago

Additional Details

Some Exp. Required (2 - 5 Years)

Job Description

The Corporate Public Affairs & Public Secretary Group is looking for an energetic, self-motivated and resourceful team Administrator/Coordinator who will be directly supporting and assisting the Vice-President and International Relationslend support to the teams across the Group. This individual will be accountable for the efficient and effective administration of the team.  The Administrator will be responsible for providing administrative support to ensure ensuring efficient and smooth functioning of the department by undertaking various administrative responsibilities such as those outlined below.  Importantly, the successful candidate will embrace a high level of teamwork and help foster a spirit of camaraderie and high performance across the group. 

Discipline Summary

  • Supports general business operations by providing various administrative support for the Group
  • Provides administrative support to Executive and/or nonexecutive employees or groups in the organization
  • Uses business software applications to prepare correspondence, reports, presentations, agendas, minutes, or perform data entry
  • Receives screens and directs incoming calls, mail and e-mail
  • Arrange business travel, coordinate meeting arrangements, and/or track expenses
  • Identifies, enhances and follows specific processes and procedures to maximize the efficiencies of office workflows to which the support is being provided
  • Is a self-starter, creative thinker, and ready to jump in and support the growth of the Group

Key Responsibilities

  • Provides administrative support to the VP and International Relations team including, but not limited to handling correspondence, managing and coordinating VP calendar and meeting agendas, managing workflow, routing information, preparing documents and presentations, arranging logistics, processing inquiries, administering budgets and travel
  • Provides support to Group teams such as with respect to purchase orders, international travel logistics, tracking and reporting, and meeting/event coordination
  • Provides file, document or information storage and retrieval services including classification, organization and electronic data/Information entry or sourcing
  • Coordinate and work closely with the team Group’s leadership team to update Scorecard develop and maintain strategic planning materials
  • Manage VP’s travel scheduling and bookings
  • Administers team Group expenses and tracking
  • Manages and coordinates Group leadership meetings (including the development of agendas and materials) & minutes (Weekly, MonthlyStrategy Sessions, Townhalls, etc.)
  • Prepares communications and meeting materials, including PowerPoint presentations
  • Solves administrative problems and initiates improvements to administrative standards, controls and processes
  • Provides support on to EDC events, both internal and external
  • Offboarding and onboarding new team members

Screening Criteria

  • Completion of secondary school
  • Minimum 3 years’ experience in administrative for a Senior Leadership Executive
  • Strong knowledge in the operation of computer applications (e.g. Word, PowerPoint, Excel, Outlook and other related programs)
  • Bilingual in both official languages (French and English)

Salary Range

  • $46,600 - $69,900


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