Executive Assistant to Minister - Department of Housing and Communities

The Department of Housing and Communities is committed to Equity, Diversity, Inclusion and Accessibility. Our goal is to build a public sector workforce that reflects the diverse communities we serve and to promote welcoming, diverse, inclusive, respectful workplaces that are accessible to all. We welcome all interested individuals including Indigenous People, persons with disabilities, Black, racialized, ethnic and culturally diverse groups, as well as people regardless of their sexual orientation, gender identities, and gender expressions.

Those looking for more information are invited to visit our Equity, Diversity, and Inclusion Policy.

The main purpose of this position is to provide confidential senior executive and administrative supports and services to the Minister of Housing and Communities.

This includes all organizing, scheduling calendars and office management.

The position supports contact with visitors, team members, government officials, clients and the community.

• Receiving all visitors and incoming calls to the Minister’s Office and redirecting to the proper channel.
• Reviewing all Minister’s incoming mail (including electronic mail), evaluating correspondence and highlighting key points. Re-directing correspondence per Minister’s instructions and maintain follow-up.
• Assisting and working closely with Deputy Minister’s Executive Assistant with regard to daily scheduling and arranging meetings for the Deputy Minister, as well as filling in for the Executive Assistant when they are absent.
• Maintaining close working relationships with Departmental personnel, and in particular, Department senior management team.
• Assisting Minister in business related interactions with all levels of governments, respective agencies and private sector.
• Interpreting legislation, departmental policies and programs when appropriate.
• Monitoring the Minister’s scheduling by arranging and confirming appointments, meetings and various events.
• Planning calls and virtual meetings.
• Coordinating all travel and accommodation arrangements for the Minister and preparing travel claims.
• Gather confidential information for Minister for various meetings.
• Organizing all aspects of FOIP requests.
• Prepare agenda, attending weekly management meetings and compile and distribute minutes for department personnel.
• Other duties as required.

• Successful completion of a recognized office studies/secretarial program or university degree.
• Demonstrated equivalencies will be considered.
• Extensive related experience in office management.
• Excellent communication and interpersonal skills.
• Conflict resolution skills are key to success in this position.
• Must have a good working knowledge of legislation, department policies and programs.
• Excellent organizational skills and ability to work independently without supervision.

• Technical ability working with electronic forms and programs

This competition may be used to fill future job vacancies.

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