Responsibilities and Activities
Administrative Support – Arrange and coordinate meetings, which includes preparing agendas, coordinating logistics, and ensuring all necessary materials are available. Attend meetings as required, take minutes, and follow up on action items. Managing and facilitating correspondence.
Travel and Scheduling – Coordinate travel arrangements, including booking flights, accommodations, transportation and itineraries. Coordinates activities related to the Executive’s schedule; screens meeting requests, redirects requests where appropriate; and prioritizes meetings.
Budget and Expenses – Reconcile expense claims and ensures governing financial policies and procedures are adhered to. Monitors and processes payments related to training and development for the Executive, board and/or department. Assists in monitoring contract expenditures to ensure they are within the scope of the contract and in accordance with financial policies and procedures. Invoice coding and processing.
Records Management – Assists with the coordination, storage and archive of files and records. Will support the implementation and ongoing management of department Sharepoint and file management processes.
Other – Deals with inquiries including department officials, officials of other government departments and agencies, and the general public. At the request of the Executive, participates in special projects i.e. assists with the organization of meetings, conventions, conferences or social events. Foster positive relationships by interacting with staff, board, external stakeholders and various levels of government.
The complexity and high-profile nature of this position requires being proactive and adaptable to rapidly changing environments. This position is responsible for providing a high level of efficient and effective administrative and office functions. The work often deals with complex and politically sensitive issues. The successful candidate will be expected to work independently, confidentially and with minimal supervision. While the position has little formal supervisory responsibility, it provides functional direction and guidance to other administrative support staff on any items related to the Executive in accordance with established standards.
This position provides leadership and acts as a resource to other administrative support staff in the department and/or division on form, accuracy and content of correspondence.
