This position represents an opportunity for career-driven individuals seeking a position within an organization that inspires growth and promotes excellence to make a difference and contribute to CATSA’s unique culture as it strives to excel in air transport security.
If you are a motivated professional seeking a position within a multifunctional and collaborative environment, we invite you to consider the following job opportunity:
Administrative Assistant
Number of Openings: 1
Employment type: Indeterminate
Location: Vancouver International Airport (YVR)
Hiring salary range: $42,436 to $54,513 plus performance pay (FY 2016 – 2017)
Language requirement: English Essential
*Eligibility List: CATSA will use this opportunity to establish a list of candidates eligible to fill subsequent vacancies. The eligibility list may be used to staff permanent or fixed-term positions with similar responsibilities and qualifications.
Summary of responsibilities:
Functionally reporting to the Advisor, Service Delivery, Pacific, the Administrative Assistant is responsible for offering general administrative support, and to contribute to the overall efficiency and effectiveness of their Branch or Directorate. The Administrative Assistant performs all other duties and responsibilities related to the position as required. The responsibilities include:
Business Operation Support
- Respond to telephone and electronic enquiries and relay messages.
- Maintain a bring-forward system and ensure that outstanding issues are dealt with in a timely manner.
- Support the Management team by helping to organize their time, i.e., arrange/maintain schedules of meetings, maintain MS Outlook Calendar, schedule appointments, arrange teleconferences and videoconference meetings, assist in the preparation of presentation material and in the setup of equipment, coordinate external meetings, etc.
- Coordinate the scheduling of events and prepare associated documentation, including meeting minutes as required.
- Prepare travel arrangements for members of the Branch or Directorate.
- Prepare, verify and provide financial coding for invoices.
- Liaise with Human Resources on attendance management recording.
- Implement, monitor and identify areas for improvement with respect to administrative processes.
- Plan and coordinate logistics and catering.
- Provide all incoming visitors to CATSA with assistance, both over the phone and in person, by greeting and directing them [in the regions only].
- Conduct research, collect data from various tools as well as consolidate data into reports; update databases regularly and conduct follow up with parties.
- Provide assistance at HQ Reception when required.
- Perform general office duties including typing, formatting, photocopying, maintaining office equipment, restocking of supply, scanning, obtaining reviews and signatures, etc.
- Assist and support the Branch or Directorate with various tasks and projects as required.
Partnerships and Stakeholder Relations
- Establish and maintain networks and collaborative working relationships with managers within CATSA to discuss the handling of high profile and sensitive issues, requests for information, briefings, etc., and to facilitate senior level meetings.
Continuous Improvement
- Conduct research on best practices related to administrative processes and systems.
- Implement, monitor and identify areas for improvement with respect to administrative processes.
Qualifications:
Essential
- Successful completion of a high school or college diploma with relevant experience in the field of Office administration;
- A minimum of two (2) years of experience in providing administrative and secretarial services;
- A minimum of two (2) years of experience in organizing and preparing a variety of documents, reports and presentations;
- Experience processing invoices;
- Experience maintaining budget spreadsheets;
- Experience tracking and maintaining data on various activities, projects and initiatives;
- Knowledge of methods, techniques and practices related to general administration and secretariat support planning and coordination;
- Knowledge of protocols when working within senior executive office and when dealing with management and other senior government/industry stakeholders;
- Advanced knowledge of data and reporting tools required for the role;
- Advanced knowledge and experience with Microsoft Office Suite, specifically Outlook, Excel and Word.
Valuable
- Experience in coordinating travel or event arrangements, and preparing and processing claims and invoices;
- Experience in implementing, monitoring and identifying areas for improvement with respect to administrative processes, filing, tracking and bring forward systems;
- Experience in taking meeting minutes thoroughly;
- Knowledge of CATSA's mandate and priorities, as well as an awareness of relevant legislations impacting CATSA;
- Knowledge of the aviation industry and the related regulatory and security issues.
Required skills:
- Ability to multi-task and manage priorities efficiently; ensure files are up-to-date;
- Ability to anticipate others’ needs and proactively act upon this knowledge;
- Ability to communicate (oral and written) in a clear and concise manner;
- Tactful, cooperative and discreet;
- High attention to detail;
- Independent, adaptable, and willing to work in teams.
Specific work requirements
- Ability to work overtime as required;
- Ability to travel as required;
- Language Profile: English essential;
- Ability to obtain and maintain a Secret security clearance;
- Be a Canadian citizen or permanent resident.
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