Are you a well-organized
detail oriented individual who enjoys working in a team environment? The Central Agencies I&IT Cluster is seeking an experienced professional to provide executive secretarial and administrative support to a Central Agencies I&IT Cluster (CAC) Head
where you will independently execute a variety of complex and confidential tasks
and coordinate administrative processes. In this role
you will: • Organize and maintain the Head's appointment calendar
coordinate meetings and rearrange schedules and make travel and accommodation arrangements. • Answer telephone calls
greet visitors and respond to enquiries based on knowledge of the branch functions and administrative practices. • Establish and maintain electronic filing systems. • Create a variety of correspondence (such as letters
memoranda
reports
charts
speeches
minutes) and presentations from notes
using applicable computer software. • Provide support and coordination of branch/division wide meetings and initiatives. • Coordinate a range of administrative services (e.g. procurement
finance and human resources). Knowledge: • You have knowledge of secretarial and administrative office procedures and protocols to provide executive level support. • You have knowledge of human resources procedures and practices to provide human resources administrative support for the branch. Technical Skills: • You have knowledge of office technologies
specifically e-mail
voice-mail and software programs to produce letters
reports
spreadsheets and presentation material
and to attend
facilitate and organize virtual meetings. • You have knowledge of office equipment to respond to information requests by copying materials and transmitting correspondence and provide assistance to staff and coordinate servicing and repairs of equipment. • You have knowledge of Internet/Intranet to search and obtain information. Analytical
Judgement and Organizational Skills: • You can determine what matters are urgent and should be given priority when performing a variety of tasks with conflicting deadlines. • You can make decisions concerning the release of information requested
bring urgent matters to the Head's attention and handle confidential matters with tact
discretion and good judgement. • You have proven ability to work on own initiative
with minimal supervision
complete multiple tasks within strict time frames and follow-up on requests/referrals. Communication Skills: • You can answer telephone calls
greet visitors
answer general enquiries about diverse program areas and respond to staff and clients in a tactful
diplomatic and courteous manner. • You can compose minutes
correspondence
e-mails and proofread and edit documents. Other Essential Knowledge and Skills: • You have knowledge of records management to maintain efficient and confidential filing systems. • You have mathematical skills to prepare expense claims
requisitions
reconcile purchasing cards .