Administrative Assistant, Programs Communications

  • Federation of Canadian Municipalities
  • Ottawa, ON, Canada
  • Oct 10, 2019
Full time Adminstration Event Coordination Event Planning

Job Description

Administrative Assistant, Programs Communications

Ottawa, Ont

Apply by Wednesday, October 23, 2019

Salary band $44,300 - $55,700
Department FCM Programs

Language Bilingual (English and French) is an asset


Key Responsibilities

  • Provides administrative support to the Manager, Communications which includes: calendar management, coordinating meetings, meeting preparation, meeting minutes, tracking documents and deadlines, and providing follow up as needed.
  • Coordinates translation and production of documents, including liaising with external service providers, communicating timelines and following-up as required.
  • Coordinates, processes (codes, validates, verifies) and tracks contracts, purchase orders, travel requests, invoices, expense claims and credit card reconciliations. Reviews monthly financial reports and follows-up on any discrepancies.
  • Creates and maintains overall electronic and hard copy filing for the Unit for effective and efficient retrieval of information, which may include database updates.
  • Types, formats and proofreads correspondence and reports, including taking minutes for department and cross-functional team meetings and preparing draft e-mails and letters for internal and external correspondence and mail-outs.
  • Coordinates travel arrangements for team members and may be required to schedule and organize logistics for external meetings and events (e.g. conferences and workshops) or internal meetings with external participants.
  • Creates and maintains records in FCM’s Client Relationship Management application.
  • Provides back-up support to other Administrative Assistants and to the Receptionist

Knowledge, Experience and Skills

  • A minimum of three years’ work experience in the provision of administrative support with a strong focus on organizational coordination and customer service.
  • Post-secondary education in the area of office administration, business administration or experience that is considered equivalent.
  • Strong knowledge of business support processes and tools, and computer business applications (Microsoft Office suite).
  • Ability to work effectively with all levels of management and employees; experience in dealing with external stakeholders at a senior level, excellent client service skills and professional attitude.
  • Ability to prioritize, multi-task and anticipate needs in a fast-paced environment with some tight deadlines/turnaround times.
  • Excellent problem analysis, assessment and resolution/decision making skills – showing attention to detail.
  • Proven organizational & interpersonal skills.

Language Requirements

  • The ability to work fluently in French and in English (both written and spoken) is considered an asset.

We thank all candidates for their interest; however, we will only contact those selected for an interview. All the applications will be kept on file for six months following the hiring.