DUTIES

·         Performing administrative tasks, such as managing the Senior Project Director’s electronic calendar, managing and drafting correspondence, organizing conference calls, meetings, workshops or conferences

·         Perform reception duties for the Senior Project Director

·         Providing administrative support to the RPBST managers and staff

·         Using software such as MS Word, MS Excel, MS Outlook and MS PowerPoint to edit documents and presentations

·         Performing the verification and formatting of documents submitted to the Director or managers

·         Filing and tracking of electronic documents in databases such as the Enterprise Document and Records Management (EDRM) and/or SharePoint

·         Conducting research and summarizing information

·         Provide administrative support for the Project’s Management Office

·         Performing secretariat duties for working groups or meetings; responsibilities include preparation of meeting minutes, action items and agendas.

 Skills required

·         Organization of Director’s calendar & email (bring forward items)

·         Create Meeting support documents, agendas, records of decisions or action item (updated regularly) Coordinate and distribute meeting materials

·         Create and maintain document and records management logs

·         Creation, proofreading and finalization of routine correspondence, reports, forms, presentation and other documentation as required

Minimum Mandatory Qualifications:

Education:

·         Secondary school diploma or an acceptable combination of education, training and experience is required

Experience:

·         Minimum of one (1) year of relevant experience is required

Mandatory requirements:

·         Resource demonstrates a minimum of 1 year of experience as an Executive Assistant in past 2 years. The proposed candidate must indicate the start and end dates in their resume

·         Proposed candidate must have 1 year experience in the past 2 years using specific electronic tools/software listed below by providing concrete examples for each:

·         electronic messaging software (including MS Outlook)

·         word-processing software (including Microsoft Word)

·         spreadsheet software (including MS Excel)

·         presentation software (including MS PowerPoint)

·         records management software (for example EDRM and/or SharePoint)

·         Proposed candidate must demonstrate a minimum of 1 year experience in the past 2 years by     providing concrete examples for each requirement listed below:

·         scheduling meetings in MS Outlook

·         Organizing meetings, webinars and conference calls including the logistical requirements (agenda, meeting minutes, conference room booking)

·         Proposed candidate must demonstrate a minimum of 2 years experience in the past 5 years in providing client services and must provide concrete examples.