Administrative Assistant (14 month Term)

In the event a qualified bilingual candidate is not found, a qualified unilingual candidate will be considered. / Dans l’éventualité où un candidat bilingue qualifié n’est pas disponible, un candidat unilingue qualifié sera considéré.

Flexible Work Agreement TypeHybrid / Hybride

Posting End Date2024-07-18

Job GradeP1

Pay RangeCommensurate with Experience / Selon l’expérience

Job SummaryWe are looking for an Administrative Assistant to provide administrative support services to the Director, ATS Standards and the Assistant Vice-President of Operational Support.

You will have the opportunity to build relationships and work collaboratively with colleagues, management, employees as well as external contacts. You would enjoy the challenge of dealing with conflicting priorities and demands on management, and the need to for you to work simultaneously on many tasks and/or projects. You will use your judgment and discretion when providing support and making administrative decisions that would have an impact on efficiency and effectiveness within the department.

Job Description

What NAV CANADA offers you:

• Challenging, team-oriented work environment

• Competitive compensation and flexible benefits

• Defined benefit pension plan

• Opportunities for growth and development

• Flexible work arrangements

• Diverse and inclusive workforce

Key Accountabilities:

• Document management (monitor receipt of reports/documents from the regulator, Finance, Operations; conduct follow up activities; organize and file documentation).

• Correspondence management (creates tasks; monitor and follows up on action items; draft responses to internal and external parties).

• Organize/coordinate meetings, maintain agendas and meeting schedules, record minutes of meetings as assigned.

• Provide project management support (assist with documentation of plan, ongoing and post-project reporting).

• Make travel and training arrangements, assist with expense report preparation and plan group meetings.

• Manage leave and attendance.

• Coordinate documentation approval, transmission and filing (expenses, legal and tax documents, invoices, etc.).

• Prepare presentations using PowerPoint, format and update materials in French and English for senior management and Committee/Board meetings using Word and Excel.

• Participate in and provide support to project teams and initiatives.

• Conduct quality control activities of processes assigned to ATS Standards to ensure compliance.

Job Requirements

Education:

• Diploma from a recognized post-secondary institution.

Experience:

• 2-5 years’ experience in office administration.

• Experience working with and supporting senior level management.

• Experience working with MS Office in a business environment (Word, Excel and PowerPoint).

Knowledge:

• Excellent knowledge and abilities using MS Office. Use of M365 is an asset.

Abilities:

• Ability to write clearly and effectively.

• Ability to manage multiple tasks - excellent organizational and time management skills.

• Ability to exercise sound judgment in setting priorities and dealing with confidential and sensitive issues.

• Ability to respond to rapidly shifting priorities and deadlines.

• Ability to work independently and in a team environment.

Personal Suitability:

• Excellent interpersonal and communication skills.

• Attentive to details.

• Highly adaptable and flexible.

• Proactive and enjoys problem solving.

• Highly professional – ability to interact with various levels of management.

Working conditions:

• This position is based at the Ottawa Head Office but may be eligible for a flexible work arrangement.

• Occasional travel required.

NAV CANADA is committed to building a skilled, diverse workforce reflective of Canadian society. If you do not believe that you match every job requirement listed on this job posting, we still encourage you to apply. NAV CANADA encourages a culture of learning and growth, and recognizes that although some technical skills are mandatory, many others can be taught.

Our Company strives to create an inclusive and barrier-free selection process and work environment. If you require accommodations during this competition process, please ensure that you inform the interview coordinator or hiring manager of any accommodation measures you may require. NAV CANADA will provide accommodations throughout the recruitment and selection process to applicants with disabilities as required.

The successful candidate must meet the security requirement of the position and be legally able to work in Canada.

We thank all applicants for their interest; only those selected for an interview will be contacted.

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