Executive Assistant, Business Development and Sales
1-full-time, permanent position
Reporting directly to the Vice President of Contract Management and Procurement, you will be responsible for performing a full range of administrative functions; researching and preparing written materials; controlling the quality of correspondence; managing the VP’s calendar and coordinating meetings, events and providing leadership to the branch on the effective provision of support services.
Your Challenge:
- Manage the office and coordinates the workflow of the Vice-President.
- Establish documentation standards and internal controls.
- Provide back-up secretariat services to the Corporation's Senior Management Committee; the office of the President and back-up support to the Corporate Secretariat.
- Organize regular management meetings, consolidate agenda items and documentation, track follow-up actions, attend meetings, draft minutes, and make additional logistical arrangements, as required.
- Organize the calendar and daily agendas for the Vice-President.
- Handle incoming and outgoing correspondence, including research for reference documentation; screen for interest, urgency and relevance; identify destination; track assignments in light of deadlines; control quality of outgoing material.
- Compose and prepare correspondence. Prepare slides and other presentation/publicity material.
- Perform the document management, filing, word processing, and other administrative functions.
- Organize travel itineraries and related expense accounts of the Vice-President.
- Perform a variety of other activities including managing a budget, preparing contracts, receiving visitors and screening incoming calls, ensuring the security of protected information, coordinating and arranging materials for translation.
Your Qualifications:
- High school graduation or an acceptable combination of education, training and/or related work experience.
- Fluent bilingualism (French/English) is essential for both written and verbal communications. Ability to communicate verbally and in writing in Spanish would be an asset.
- Between three and five years of experience in the general administration of an executive office. Experience in assisting a Vice President, or individual of an equivalent level, in managing his/her area of responsibility and accountability.
- Experience in operating word processing, financial management and presentation software (i.e. MS Word, Excel, Agresso, PowerPoint).
- Working understanding of file management practices; registry and tracking systems; as well as knowledge of file management practices for files of a contractual nature, containing commercially sensitive information.
- Working understanding of current administrative practices.
- Ability to write and edit correspondence and revise and correct its content, grammar, style, spelling and presentation in both official languages.
- Ability to coordinate executive level meetings such as management committees or Board of Directors meetings and take effective minutes and notes as required.
- Ability to manage multiple and conflicting priorities within a busy work environment.
- Ability to analyze and synthesize data from various and multiple sources.
- Ability to work effectively under pressure, work as part of a team with individuals of various levels and backgrounds.
Your Salary:
$45,408 to $52,106
Reference Number:
2010-CCC-01
Forward Your Resume by March 22, 2010 to:
Human Resources
Canadian Commercial Corporation
1100-50 O’Connor Street
Ottawa (Ontario)
K1A 0S6
Email: hr@ccc.ca
Fax: (613) 943-5859
Project Administrator, Defence Procurement
1-full-time, permanent position
This position is situated in a fully computerized matrix management environment and undertakes assignments, as required, in the ADS Group. Performs contract financial administration by verifying supplier invoices against the contract and its related payment mechanisms, and initiates billings, payment actions and collections. Participates in procurement and contract management activities. Participates as a team member with Senior/Contract Officers on more complex contracts. Provides data capture and performs other duties as requested by the Manager.
Your Challenge:
- Review, analyze and reconcile contract financial and delivery/performance status. Verify supplier invoices against contracts to determine the validity of claims. Review a variety of contracts. Initiate payment, billing and collection actions, and resolve related problems and complaints from suppliers and customers through direct discussion with the Canadian exporter and the foreign client.
- Track and verify the timely receipt of monies owing to the CCC from its customers worldwide and maintain a current status Accounts Receivable Report and other financial records.
- Enter billings and make adjustments of payments into the Corporation’s financial systems in a timely fashion thus allowing the prompt collection of Accounts Receivable.
- Apply knowledge of financial transactions, contract management and CCC policies to a variety of payment transactions.
- Review Requests for Proposal/Invitations to Tender, prepare records relating to the proposed purchase, and ensure there are no restrictive clauses which would prevent a bid by a Canadian supplier.
- Arrange for Foreign Affairs and International Trade (DFAIT) authentication and foreign consulate/embassy consularization of bid submission, legal and invoice documents, and make arrangements to transport documents overseas, to banks and payment offices.
- Tabulate and summarize competitive and single source tenders. Prepare standard clause CCC offer letters for signature by the Contract Officer, and distribute copies.
- Enter and/or update relevant information to process source documents and capture billing, payment, contract and pre-contract information via personal computer.
- Prepare tables, graphs, slides and other promotional material for presentations and coordinate details of presentations with other government departments.
Your Qualifications:
- Successful completion of secondary school and some post secondary education with an emphasis on finance, accounting, or a technical field or an acceptable combination of education, training and/or relevant work experience.
- Bilingualism is an asset. Ability to communicate effectively both orally and in writing.
- Experience working in a computerized environment.
- Knowledge of the role of the Canadian Commercial Corporation (CCC) and related government departments and agencies.
- Knowledge of basic accounting principles and procedures used to process accounts for payment, billing and accounts receivable collection.
- Knowledge of purchasing, export contracting and contract financial administration terminology.
- Ability to plan and organize own work to meet established deadlines.
- Ability to audit invoices against contract terms and conditions, and prepare sales invoices and cheque requisitions.
- Ability to extract and analyze contractual or financial information to resolve problems and effectively manipulate it within an automated system.
Your Salary:
$45,408 to $52,106
Reference Number:
2010-CCC-02
Forward Your Resume by March 15, 2010 to:
Human Resources
Canadian Commercial Corporation
1100-50 O’Connor Street
Ottawa (Ontario)
K1A 0S6
Email: hr@ccc.ca
Fax: (613) 943-5859
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