Administrative Assistant
Canada Post - Postes Canada
Ottawa, ON
Job Requisition Id: 25364
Business Function: Audit
Primary City: Ottawa

Other Location(s):
Employment Status: Permanent
Language Requirement: English Essential
Number of Vacancies 1
Job Closing Date (dd/mm/yyyy): 04/12/2019

Job Description

The Assistant to General Manager is responsible for providing top-notch administrative support to head and regional offices at Canada Post.

Job Responsibilities

Below are the main job requirements and responsibilities for the Assistant to General Manager.

Coordinates all priority actions and ensures follow-up by responding promptly and efficiently to requests for information from senior managers, external managers or functional heads.

Acts as a liaison officer, between the general manager’s office and senior management and executives, by providing information on the progress of current projects or issues.

Receives submissions made to the Board of Directors and forwards responses to management committee decisions. Coordinates briefs and requests for additional information from head office or other divisions.

Drafts letters, briefs, reports, minutes of meetings and other similar documents from rough notes, prepared copy and drafts.

Receives incident reports issued by head office and forwards them to the general manager, or their representative, within a short time frame. Ensures that the attendance list for these calls is forwarded to the regional control centre every week.
Job Responsibilities (continued)
Forwards complaints from the President and the Ombudsman to the appropriate branches and monitors them very closely. Records these complaints in a log and issues reminders daily, if necessary, to ensure that they are processed within 48 hours.

Drafts and signs replies to requests of a general (not technical) nature, acknowledgements, and interim replies. Prepares drafts of letters for the general manager’s signature, or compiles and/or summarizes information to facilitate drafting of replies.

Sorts, reads, and prioritizes the general manager’s mail. Plans the general manager’s schedule/time (business engagements, appointments, meetings), and provides and/or obtains all relevant documents required for travel and meetings.

Prepares, drafts, researches, and files various reports every week. Provides analyses and recommendations, if applicable, for important and/or current issues.

Performs other related duties. In particular, manages petty cash, maintains a well ordered filing system, checks the computerized budget reports (GL) monthly, makes travel arrangements, prepares expense claims, orders office supplies, and organizes conference calls and breakfast, lunch or dinner meetings.
Qualifications

Education

Completion of secondary school according to provincial standards or equivalent (GED) is required.
Completion of post-secondary (College/University) courses may be required e.g. a diploma in Office Administration.

Experience

3 or more years’ experience as an executive assistant in an administrative role.

Other Candidate Requirements

Proficient computer skills and competent with Microsoft programs.
Highly organized with a customer-focused outlook.
Ability to influence others and communicate effectively.
Possess excellent time management skills and sound judgement and decision making abilities.Ability to analyze and review financial reports an asset.
Other Information

Safety Sensitive Positions
This position may be considered a Safety Sensitive position.

Employment Equity
Canada Post is committed to employment equity and encourages applications from women, Aboriginal people, persons with disabilities and visible minorities.

Conflict of Interest
The Conflict of Interest Policy prohibits employees from hiring, supervising or reporting to, directly or indirectly via the reporting hierarchy, their immediate family or close personal relations. Should you feel that you may be in an actual or potential Conflict of Interest in regard to this job opportunity, you must communicate with the designated Human Resources representative.

Accommodation
If you are contacted by Canada Post regarding a job opportunity or testing, please advise if you require accommodation.

Important Message
Your application must clearly demonstrate how you meet the requirements as Canada Post cannot make assumptions about your education and experience. We thank all those who apply. Only those selected for further consideration will be contacted.

Our Leadership Behaviours
Decision Making – A champion of the organization who takes calculated risks and makes prudent, common sense decisions about current issues, future opportunities and resource requirements in a timely, well thought out manner that aligns with the corporation's best interests.
Accountability – An individual who strives for performance excellence and who holds him/herself and direct reports accountable for decisions and actions and for learning from mistakes when intended results are not achieved.
Business Orientation – A proactive individual who understands the competitive nature of the business, and is committed to sustaining the business through excellent customer service and new business opportunities.
Execution – A focused and self-motivated individual who acts with a sense of urgency and delivers on time and within budget, by dealing effectively with challenges and ambiguous situations.
Leading People – A compelling communicator and leader who engages, motivates and inspires others to achieve results and who encourages personal growth and finding better ways of doing things.

Our Values
Canada Post’s corporate values reflect the principles, beliefs and aspirations that guide our behaviour and shape our culture.
Transformation – We will innovate and transform to win in the marketplace.
Customer – We serve Canadians with pride and passion.
Integrity – We act responsibly and with integrity.
Respect – We treat each other with fairness and respect.
Safety – We are committed to a safe and healthy environment for all our stakeholders.