Executive Administrative Assistant

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Requisition #:  J1012-0482

Position Title:  Executive Administrative Assistant

Employment Type:  Full-time

Position Type:  Term, one year with possibility of extension or of becoming regular

Location:  234 Wellington Street

City, Province:  Ottawa, Ontario

Country:  Canada

Job Category:  Administration

Number of Positions:  0

Date Posted:  October 15, 2012

Closing Date:  October 21, 2012

Salary Range

Position Type: Term, one year with the possibility of extension or of becoming regular (one or more positions available)

Salary Range (annual salary): The Bank offers a competitive total compensation package with starting salaries, based on qualifications, generally ranging between $44,207 and $52,008* (job grade 12).

*Where the Bank has needs for specialized skills, it may offer higher starting salaries to exceptional candidates.

Take a Central Role at the Bank of Canada

Canada's central bank is the nation's pre-eminent macroeconomic policy institution. No other employer in the country offers you the unique opportunity to work at the very centre of Canada's economy, in an organization with significant impact on the economic and financial well-being of all Canadians. No matter what your area of expertise, you'll enjoy an open culture and a superior work environment that will challenge, energize, and motivate you to excel. (More info)

Department info

The role of Financial Services is to provide a sound financial framework for effective decision making and accountability across the Bank. The department is responsible for the accounting and financial reporting of the Bank as a corporate entity as well as the Exchange Fund Account, the government debt for which the Bank is fiscal agent and the Bank’s pension plans. It provides financial management, business advice and services while promoting strong financial governance and reporting. The work of the department is organized into three business lines: (i) Financial Operations; (ii) Financial Policy and External Reporting; and (iii) Financial and Strategic Advice. Each business line consists of business teams. The three business lines work together to provide strategic financial service that enhances business value and supports the Bank’s priorities.

Job Summary

The Executive Administrative Assistant provides bilingual, multi-skilled support to the business line Senior Officer, the Directors and their teams. You ensure that the administrative activities run smoothly, efficiently and on time. You also provide assistance to other administrative assistants within Financial Services. You are a team player who excels at planning, organizing and delivering the tasks at hand and who will assist the department in achieving its priorities. You support the departmental work plan as well as departmental meeting logistics, agendas and minutes, and you manage the associated processes and procedures. You also support the creation of documents for Bank senior management and the Board of Directors.

Central Responsibilities

•manage the agendas (schedule and control appointments, resolve scheduling conflicts, etc.) of the Senior Officer and the directors within the business line

•manage the administrative aspects of the office to ensure efficient operations, track progress and take appropriate follow-up action to ensure completion of tasks

•assist with the preparation of meetings, including developing of agendas, gathering background information, preparing presentations and following up on action items

•provide assistance with the preparation, formatting and distribution of documents for the Management Council (MC), the Board of Directors, as well as all other committees

•prepare templates; edit reports and other confidential material; format Word documents, Excel spreadsheets and PowerPoint presentations; and proofread documents

•coordinate domestic and international travel arrangements and ensure that all required documents are in order

•maintain a continuous awareness of documents and information that are in circulation within the teams and across the department

•establish, maintain and update the filing system according to the Bank of Canada's Records Management standards and the needs of the department

•take initiative to enhance the overall efficiency and effectiveness of the teams and the department

•coordinate and monitor the distribution calendar of the teams’ deliverables to ensure that timelines are met

•coordinate activities pertaining to staff hiring and departures, ensuring that these activities are completed as required

•gain and maintain a sound understanding of administrative policies and procedures within the department and across the Bank

•coordinate team events and work with colleagues to support departmental events

•co-operate and exchange information with co-workers, and proactively provide assistance to them

Key Requirements

•post-secondary education in a field related to this position

•minimum of five years of recent experience working directly for an executive

in addition

•English and French essential

•functional in second official language (training may be provided to help the selected candidate reach the required level of fully functional)

•advanced technical computer skills with the following software: Microsoft Outlook, Word, Excel, PowerPoint, Adobe, scanning

•ability to be flexible despite changing priorities, to be self-motivated and to take initiative

•ability to maintain accuracy and provide special attention to detail, even as priorities change

•strong interpersonal and communication skills, including an ability to work and interact with individuals at all levels

•ability to plan and organize work efficiently and effectively

•capacity to anticipate needs and react quickly in terms of arranging calendars, and ability to coordinate activities

•ability to work independently and in a team environment where mutual support is essential

•ability to respect and ensure the confidentiality of information

•recognized ability to exercise sound judgment

•demonstrated ability to learn quickly

Assets

•fully functional in second official language

•experience working in an audit or consulting environment

Notes

•Condition of employment: Candidate(s) must be eligible for reliability status clearance.

•Priority will be given to candidates who are legally entitled to work in Canada.

•There will be no relocation assistance provided for this recruitment action.

•The Bank of Canada benefits from the unique perspectives, attributes and talents of its diverse workforce. We offer flexibility to accommodate the needs of our employees and candidates. The Bank of Canada is committed to employment equity and actively encourages applications from qualified men and women, including Aboriginal peoples, persons with disabilities, and members of visible minorities.

•Only the candidates selected for an interview will be contacted.

If you are a qualified candidate, please submit a detailed resumé and a covering letter by 21 October 2012. We will also ask you to complete a mandatory questionnaire during the application process.

Sorry, this job is no longer available.

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