Administrative Assistant (French-Designated)

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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.

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About the job

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.

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What you bring to the team

Mandatory requirements

• 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

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Additional information:

Note:

• This ad is also available in French.
• T-HT-67749/14
  
  Note: The proficiency levels used by the Government of Ontario are based on levels developed by the American Council on the Teaching of Foreign Languages (ACTFL). For more information, please contact us at 1-855-430-7909.

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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.