Executive Assistant, Offices of the VP, Human Resources and the VP, Legal & Corporate Affairs

The Royal Canadian Mint (the Mint) is hiring Executive Assistant, who can thrive in a dynamic and inclusive environment.

Reporting to the VP, Human Resources, and supporting the VP, Legal & Corporate Affairs, the Executive Assistant is responsible for delivering all administrative tasks related to both Vice-Presidents’ responsibilities, objectives and priorities. The ideal candidate will have experience managing an extensive range of executive and administrative tasks of a sensitive and confidential nature and will be capable of working independently, with little supervision. The candidate is organized and capable of handling and resolving the administrative difficulties inherent in supporting a diversified team and fast-paced environment.

Your Responsibilities:

Your Responsibilities as Executive Assistant to both the VP, Human Resources and the VP, Legal & Corporate Affairs :

• Manage each VP’s agenda to maximize efficient use of time and ensure priorities, accountabilities and objectives are met.
• Monitor, screen, redirect and respond to correspondence and communications through each VP’s office, including communications from direct reports, Mint executives, Board members and the Office of the President & CEO, as appropriate.
• Draft, edit and proofread correspondence, reports, presentations and other documentation, often of a sensitive or confidential nature, for executive, Board and other meetings as required.
• Manage the planning, preparation and logistics for meetings chaired by the VPs and act as a focal point to facilitate the exchange of information.
• Manage travel arrangements, verify travel claims for accuracy and complete expense reports for the VPs.
• Support the VPs and their direct reports in coordinating special projects, events and administrative processes.
• VP, Human Resources: Maintain the divisional operating budget, submit expenditures for approval, reconcile monthly financial reports and create requests to purchase goods and services.
• VP, Legal & Corporate Affairs: Provide administrative support for Board of Directors’ meetings, VP town halls and the filing and processing of various documents.

This position offers a hybrid work arrangement, requiring on-site presence at our Ottawa location three to five days per week, depending on meeting requirements and other activities.

This selection process may also qualify you for other positions with similar requirements and qualifications.

Qualifications:

Languages Requirements:

Proficiency in both official languages (English & French) is required at the time of hire. The linguistic profile for this position is:

If no qualified candidate fully meets the linguistic profile of the position, other bilingual profiles may be considered, in accordance with the Mint’s Staffing policy.

Education & Designation:

• College diploma or certificate in related area or a combination of education and relevant work experience will be considered.

Experience:

• Minimum of 5 years experience as an executive assistant, secretary, administrative assistant, or related business professional.

Additional Qualifications:

• Excellent administrative abilities, strong organizational skills and detail-oriented.
• Excellent writing, proofreading and editing skills to compose and review documentation for content, tone, style, grammar and quality.
• Knowledge of a variety of computer systems and software’s such as MS Office.
• Have a strong sense of initiative and the ability to work well under pressure and prioritize tasks with tight deadlines.
• Effective communicator with excellent interpersonal skills.
• Ability to learn, grow and continuously improve.
• Ability to work efficiently with various AI tools like Microsoft Copilot.

Why the Mint?

At the Mint, you will collaborate with a diverse group of people and be a part of an iconic Canadian organization. Your safety and wellbeing are our top priority. We offer outstanding pay and total rewards for you and your family and you will be supported to continuously learn throughout your career.

The Mint is committed to building an inclusive workforce that represents a variety of backgrounds, perspectives, and skills. We value diversity and aim to provide an inclusive, barrier-free recruitment, selection and onboarding process to ensure that each candidate is treated respectfully.

If you need accommodation at any point in the application or interview process, please let us know. We are committed to being an inclusive employer. For a confidential inquiry, simply email us directly at Voir email sur apply.j-vers.com to make arrangements.

What to Expect

In order to be considered for an interview, please clearly demonstrate on your application how you meet the education and experience qualifications. The additional qualifications may be assessed through interviews, exams, reference checks, etc. If successful, you will be required to complete a background check facilitated by the Mint in order to obtain a security clearance.