Special Assistant - Supervisor

What you'd do

• Manage the OTIP Director’s schedule and provide reminders around important deadlines as needed; provide support by tracking and maintaining information workflows.
• Provide scheduling and administrative support to the Director and Deputy Director, as required.
• Coordinate travel and meeting arrangements, answer phones, file, and sort and distribute mail.
• Coordinate and prepare briefing materials and presentations to include research and background briefings for the Director.
• Develop key resource materials for attendance at meetings, conferences and seminars by preparing briefing material in coordination with other OTIP staff.
• Manage communications with internal and external partners and participate in outreach and coordination efforts in conjunction with other OTIP staff.
• Maintain SharePoint and Microsoft Teams workflows and document repositories, ensuring consistent standards of document organization and collection across the agency.
• Recommend procedures that will improve the efficiency and effectiveness of workflows. Assist the management analyst in drafting Standard Operating Procedures for reoccurring processes.
• Support staff in requesting leadership review/approvals/meetings, coordinate office workflows; Upload and edit documents to an office-wide SharePoint/Microsoft Teams/SWIFT sites.
• Support coordination of inter-agency and international visitor meetings, escort guests; compile meeting agendas and minutes as needed.

What they want

• Requires a bachelor’s degree in a related discipline with 6-7 years of related experience. Advanced degree preferred.
• Supervisory experience preferred and/or demonstrated leadership capability.
• Excellent organizational skills and attention to detail.
• Demonstrated experience handling sensitive matters such as personnel actions, communications between senior leadership requiring limited access and distribution.
• Previous experience supporting government or executive leadership required.
• Prior experience in the fields of anti-trafficking, immigrant and refugee services preferred.
• Self-motivated with demonstrated qualities of integrity.
• Excellent collaboration skills; able to work synergistically with other team members.
• Highly productive with minimal direct supervision.
• Excellent written and verbal communication skills.