ADMINISTRATIVE ASSISTANT

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Are you a highly organized administrative professional with exceptional executive level administrative skills? If so, consider this challenging opportunity where you will demonstrate your strong organizational and administrative skills in a fast-paced environment that emphasizes team work and client connection.

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About the job

In this fast-paced team environment, where tasks are often complex, high priority and sensitive, you will provide senior level administrative and financial support to the Director, Ontario Geological Survey by:

• managing the Director's schedule, coordinating meetings and travel arrangements, and providing administrative assistance to the Director, Managers and team members
• reviewing and coordinating responses to incoming requests for information or correspondence, monitoring the status of issues and reports, setting priorities, establishing due dates, and following up on outstanding requests
• preparing documents and correspondence for the Director and branch team, including briefing notes, letters and presentations
• assisting with the coordination and administration of budgets as well as providing financial support services by reconciling expense claims, invoices, and monthly statements/reports
• maintaining manual and electronic filing systems
• providing outstanding customer service to clients

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What you bring to the team

Administrative and specialized skills:

• You have demonstrated experience in providing senior level administrative support and knowledge of administrative practices, policies, directives and quality standards to provide a wide range of executive administrative and branch support services (e.g. scheduling, making travel arrangements, record keeping, electronic file management, correspondence preparation and tracking systems, customer service standards, etc.).
• You have knowledge of financial processes including work planning, budget monitoring, tracking and reconciliation.
• You are able to gain knowledge of the ministry and of the organizational structure of the Mines and Minerals Division as well as the Ontario Geological Survey Branch.
• You have general knowledge of Indigenous culture and decision making processes to obtain information, respond to enquiries and coordinate meetings.

Organizational and time-management skills:

• You have well developed organizational, planning and coordinating skills to maintain the Director's schedule, ensure timely preparation of materials, and coordinate branch responses under tight timelines.
• You have the ability to work under pressure to meet deadlines, handle a heavy workload, adapt to changing priorities, and work independently with minimal supervision.

Analytical, judgment and problem-solving skills:

• You can make decisions concerning the release of information requested and ensure the integrity and confidentiality of information is maintained.
• You have good judgment and problem-solving skills and the ability to adapt to changing priorities.
• You have analytical and problem-solving skills to retrieve information, identify and resolve issues and discrepancies, determine urgency and prioritize workload.

Communication and people skills:

• You have strong communication and people skills to interact tactfully and diplomatically with a wide range of colleagues and internal and external clients, including senior executives.
• You have excellent written communication skills to prepare and proofread a wide array of documents such as briefing notes, correspondence and meeting minutes.

Computer skills:

• You have demonstrated experience using a variety of computer software including word processing, spreadsheet, database, presentation, email, and internet.

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Additional information:

Note:

• T-ND-141010/19

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Language requirements and assessment:
All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.

Exigences en matière de langue et évaluation:
Toutes les offres d'emploi externes de la fonction publique de l'Ontario (FPO) sont affichées en français et en anglais. Consultez la section « Langue du ou des postes » en haut de chaque offre d'emploi pour connaître les exigences linguistiques. Pour tous les postes, les candidats sont évalués en anglais, la langue d'affaires de la FPO. Si le poste est bilingue (anglais/français), vous devrez également passer un test de compétences linguistiques en français.