Officer, Administrative Support

Job title:

Officer, Administrative Support

Company

Canada Post

Job description

Job Requisition Id: 180701
Business Function: Administrative Support
Primary City: Toronto
Other Location(s):Ottawa
Province: Ont. – GTA
Employment Type: Full-Time
Employment Status: Permanent
Language Requirement: Bilingual Imperative (BBBB)
Employee Class and Level: CPMGB01
Number of Vacancies 1
Job Closing Date (MM/DD/YYYY): 05/09/2024All qualified candidates will be considered however preference will be given to Indigenous people (First Nations, Metis or Inuit) or persons with a disability. This is a special measure employment equity initiative and candidates from this group who wish to qualify for preferential consideration must self-identify.Job DescriptionThe Officer manages, facilitates and co-ordinates a complete range of administrative support services to ensure the smooth and effective functioning of the senior executive’s office. The Officer works proactively on the Senior Executive’s behalf with minimal guidance, performing effectively under pressure, demonstrating sound judgement and a high degree of discretion in making effective and timely decisions. The Officer presents a professional image at all times on behalf of the Corporation by utilizing well developed public relations and communication skills in dealing with a broad range of senior stakeholders, both internal and external.Job ResponsibilitiesBelow are the main job requirements and responsibilities for the Officer, Administrative Support.

• The Officer, Administrative Support allows the Senior Executive to focus on corporate business by managing a complete range of administrative support services for the office. This includes office administrative systems and effective records management, issues prioritization, communications, and relationship management with key stakeholders.

• Strategically plans, co-ordinates and maintains scheduling of the Senior Executive’s agenda including anticipating, planning and execution for events and meetings of all types, travel arrangements, logistics, and document preparation. Modifies the agenda based on established priorities.

• On behalf of the Senior Executive, follows up on all priority actions, maintaining a tracking system and ensuring timely completion. Facilitates resolution and communicates results of issues and outstanding action items, often involving highly sensitive information or circumstances. Leverages knowledge of business priorities and a resourceful approach to directly resolve many incoming non-technical or time-sensitive issues.

• Anticipates and provides briefing material for presentations and meetings; integrates and summarizes information to facilitate decision-making. Develops or contributes to professional-level presentations and vets other material to ensure the utmost accuracy. Composes and signs correspondence per executive direction.

• Interacts regularly with external stakeholders (such as customers, suppliers, business partners, competitors, government and agency officials and ministers, etc.) with complete professionalism, tact and discretion. Initiates or responds to requests, organizes meetings and events, and collaborates with other senior officials’ and executives’ offices.

Job Responsibilities (continued)

• Facilitates a consistent approach to administration within the Executive’s team, communicating priorities, preferences and updates. Manages all incoming and outgoing information and documentation and ensures timely responses and accuracy of information.

• Exercises delegated authority to access the Senior Executive’s email account and SAP for administrative and “people manager” responsibilities; receives, reviews and approves requests, and updates the system. Provides guidance and advice to the executive team and administrative assistants in the application of e-procurement, employees’ time and leave, and travel and expense claims policies and administration.

• Undertakes special projects or responsibilities that require planning, execution, analysis of results and reporting. Occasionally takes or other responsibilities such as responding to Access to Information requests.

• Contributes to the team’s leadership and effective management by remaining up to date on corporate business, initiatives and priorities, and actively supports change management efforts to move the business forward.

• Acts as a role model, mentoring, coaching and demonstrating leadership with the Administrative Assistants across their team.

QualificationsEducation

• Completed post-secondary, preferably in a related field OR a combination of equivalent professional experience and training.

Experience

• Minimum of five (5) years of experience in a senior Executive Administrative Assistant role(s) that demonstrates high levels of organization, a customer-focused outlook, skills with multiple software and social media packages, basic research and analysis and excellent influencing and communication skills..
• Minimum of three (3) years of experience using the following software: MS Office (Word, Excel, PowerPoint, Outlook, Sharepoint). Experience with SAP is an asset.

Other Candidate Requirements

• Strong communication, analytical, and customer service skills
• Proficient computer skills and competent with Microsoft programs.
• Highly organized with a customer-focused outlook.
• Ability to influence others and communicate effectively.
• Possess excellent time management skills and sound judgement and decision making abilities.

Other InformationSafety Sensitive Positions
This position may be considered a Safety Sensitive position and has additional requirements under Canada Post’s Substance Use Policy.Employment EquityCanada Post will represent Canada’s diversity and provide a safe and welcoming workplace that embraces and celebrates our differences. We are committed to employment equity and encourage applications from women, Indigenous People, persons with disabilities and visible minorities.Disability is defined as a persistent or episodic physical, sensory, or mental health condition and/or functional limitation. Disability includes both visible and hidden conditions and/or limitations that may impact vision, hearing, mobility, flexibility, dexterity, pain, learning, developmental, mental/psychological, and memory.Conflict of Interest
The Conflict of Interest Policy prohibits employees from hiring, supervising or reporting to, directly or indirectly via the reporting hierarchy, their immediate family or close personal relations. Should you feel that you may be in an actual or potential Conflict of Interest in regard to this job opportunity, you must communicate with the designated Human Resources representative.AccommodationCanada Post is committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you are contacted by Canada Post regarding a job opportunity, please advise if you have any restrictions that need to be accommodated. All information received in relation to accommodation will be kept confidential.Important Message
Your application must clearly demonstrate how you meet the requirements as Canada Post cannot make assumptions about your education and experience. We thank all those who apply. Only those selected for further consideration will be contacted.Our signature behavioursMake the call – We’re empowered to make decisions, respectfully challenge the status quo, and support others to do the same.
Know the destination- We understand Canada Post’s strategy and goals and how we contribute to them, and we move forward with open minds when exploring new approaches.
Deliver for others – We take pride in doing our personal best, demonstrate care for others, and support and encourage them to reach their potential.
Ignite our pride- We play a role in making Canada stronger by celebrating who we are, the communities we service, and issues that matter.Our values
Our Values have three dimensions: “We matter as individuals, We matter to one another, We matter to our country”
TRUST
I earn the trust placed in me every day, and I trust that my safety and well-being are everyone’s top priority.
We do our best work when we trust each other.
We value the trust Canadians have in us, and understand it is earned with every decision and interaction.
RESPECT
I understand respect is the foundation of a successful workplace.
We respect each other as colleagues and treat each other as we would like to be treated.
We respect our country and the communities we serve, and understand we have a responsibility to be a positive force for change.
DELIVER
I challenge myself to safely deliver every day because what I do matters.
We are a network of people, united by what we accomplish and deliver together.
Delivering a stronger Canada for Canadians is at the heart of what we do

Expected salary

Location

Toronto, ON

Job date

Sat, 04 May 2024 00:09:10 GMT

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