If you are keen to join a high-performance team that assists Indigenous communities in becoming a vibrant part of the provincial economy and the mineral sector, then consider this opportunity with the Indigenous Consultation and Partnerships Branch of the Ministry of Energy, Northern Development and Mines. Demonstrate your strong organizational and administrative skills in a fast-paced environment that emphasizes team work and client connection.
About the job
As the Administrative Assistant to the Indigenous Consultation and Partnerships Branch, you will:
• manage the Director's schedule and related meeting materials, coordinate meetings and travel arrangements, and provide administrative and financial assistance to the Director, Managers and team members
• review and coordinate responses to incoming requests for information or correspondence, monitor the status of issues and reports, set priorities, establish due dates, and follow up on outstanding requests
• liaise and communicate with Indigenous community officials to obtain and update information
• prepare documents and correspondence for the Director and branch team, including briefing notes, letters and presentations
• maintain manual and electronic filing systems
• provide financial support services by reconciling expense claims, invoices, and monthly statements/reports
What you bring to the team
Administrative and specialized expertise:
• 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 and understanding of Indigenous culture and decision making processes to obtain information, respond to enquiries and coordinate meetings.
Organizational, analytical and problem-solving 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.
• 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, Indigenous partners, 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.
Financial knowledge:
• You have experience with financial reporting and ability to reconcile expense claims, invoices, and monthly statements/reports.
Computer skills:
• You are proficient with various computer software including word processing, spreadsheet, presentation, and database applications.
• You have experience working with office equipment to copy materials and transmit correspondence.
OPS Commitment to diversity, inclusion, accessibility, and anti- racism:
We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.
We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.
Visit the
OPS Anti-Racism Policy and the
OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.
We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's
Human Rights Code. Refer to the application instructions below if you require a disability-related accommodation.