Administrative Assistant (French-Designated)

Bring your strong office administration, organizational and communication skills to the Ontario Heritage Trust, where you will provide a wide range of administrative services in English and French.

What can I expect to do in this role?

In this role, you will:

• Review, track and prioritize incoming correspondence and documents, and coordinate the flow of activities and requests received by the Director's office;
• Coordinate the Director's calendar and meeting schedule taking into account of competing and conflicting priorities;
• Make reservation arrangements, coordinate conference and meeting logistics, and prepare the distribution of agenda and materials;
• Monitor budget and expenditures, and process expense claims and invoices;
• Conduct research, gather information and data, and prepare a variety of documents and reports;
• Develop and maintain manual and computerized databases and filing systems;
• Assist in the development of annual and multi-year business and strategic plans.

How do I qualify?

Mandatory

• Proficiency in English as well as oral and written French at the advanced level

Organization and Project Management Skills

• You are well-organized and can respond effectively to shifting priorities and urgent demands
• You can ensure work is completed within tight deadlines
• You can monitor and report on the status of project activities

Computer Skills

• You have experience using Microsoft Word, Excel, PowerPoint, Outlook, SharePoint, Internet and Intranet applications, databases, and electronic tracking systems
• You can format and produce a variety of documents, and maintain computerized records, databases and systems

Communication and Interpersonal Skills

• You can communicate effectively verbally and in writing in both English and French
• You have knowledge of the correct usage of English grammar, spelling and sentence structures to prepare and/or edit a variety of documents
• You can work well in a team environment, and interact with all levels of staff and management

Administrative Knowledge and Experience

• You have knowledge of administrative processes and practices, and experience in providing a wide range of administrative services
• You have knowledge of planning principles and practices to assist in the development of annual and multi-year business and strategic plans
• You can interpret and apply policies and procedures to effectively respond to inquiries

Problem Solving, Analytical and Arithmetic Skills

• You can recognize the critical nature of issues, requests and activities in order to identify urgency and priority for the Director
• You can identify and resolve administrative issues
• You have basic math skills to verify purchasing statements, invoices and expense claims, and monitor budgets and expenditures

All external applicants (including former employees of the Ontario Public Service) applying to a competition in a ministry or Commission public body must disclose (either in the cover letter or resume) previous employment with the Ontario Public Service. Disclosure must include positions held, dates of employment and any active restrictions as applicable from being rehired by the Ontario Public Service. Active restrictions can include time and/or ministry-specific restrictions currently in force, and may preclude a former employee from being offered a position with the Ontario Public Service for a specific time period (e.g. one year), or from being offered a position with a specific ministry (either for a pre-determined time period or indefinitely). The circumstances around an employee's exit will be considered prior to an offer of employment.

Remember: The deadline to apply is Friday, August 15, 2014 11:59 pm EDT. Late applications will not be accepted.

We thank you for your interest. Only those selected for further screening or an interview will be contacted.