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Administrative Assistant

3 months ago

Ottawa ON, Canada ACFO-ACAF Full time

(French follows)

Position overview

Salary: $60, 000 plus benefits

Term: Indeterminate – Full time

Reports to: Chief Administrative Officer

The Administrative Assistant is a key position as part of the Administrative team. They serve as an admin assistant but also perform a variety of tasks to support the entire staff and generally ensure the efficient operation of the office day-to-day. We need someone bilingual, engaging and outgoing who can manage multiple tasks and priorities, anticipate the needs of a dynamic office and solve problems proactively.

Responsibilities

As our Administrative Assistant, you’ll be:

· responsible for maintaining and reconciling the swag inventory;

· responsible for the daily management /maintenance of head office building;

· co-maintain and enforce health and safety procedures with Administrative Officer;

· create and maintain the health and safety committee;

· providing support to the Chief Administrative Officer and other staff with various projects;

· liaising with suppliers and vendors;

· providing support for on-site events including, but not limited to, ordering catering; greeting visitors; preparing meeting rooms and common areas; and preparing documentation;

· ensuring the tidiness of common areas such as the kitchen and serveries, meeting rooms and reception areas;

· and carrying out various other duties as required.

Requirements

As our Administrative Assistant, you’ll be:

· bilingual;

· available to work in person at the office a minimum of 3 days per week depending on business requirements;

· experienced with property management (preferable);

· experienced with health and safety procedures and committee (preferable);

· versatile, creative and independent;

· a team player.

How to apply

Please send a resume and cover letter to Catherine Day, CAO, at administration@acfo-acaf.com by June 28, 2024. Resumes will be reviewed as they arrive with the goal of staffing the position by July 22, 2024. We do have flexibility of the start date.

We are committed to inclusive, barrier-free recruitment processes and work environments. If you require an accommodation to participate in the hiring process, please contact us to make your needs known in advance. Information received relating to accommodation measures will be addressed confidentially.

Only applications with a cover letter will be reviewed, and while we thank and appreciate everyone who applies, only those invited for an interview will be contacted.

We look forward to receiving your application And don’t hesitate to contact Sophie Leidecker at administration@acfo-acaf.com if you have any questions about the role.

Aperçu du poste

Salaire : 60 000 $ plus avantages sociaux

Durée : indéterminée – plein temps

Relève de la : directrice administrative

L’adjoint administratif ou l’adjointe administrative occupe un poste clé au sein de l’équipe de l’administration. En plus de ses tâches d’adjoint ou d’adjointe à l’administration, il ou elle effectue également diverses tâches pour soutenir l’ensemble du personnel et, d’une manière générale, veille au bon fonctionnement du bureau au quotidien. Nous avons besoin d’une personne bilingue, engageante et sociable, qui peut gérer de multiples tâches et priorités, anticiper les besoins d’un bureau dynamique et résoudre les problèmes de manière proactive.

Responsabilités

À titre d’adjoint administratif ou d’adjointe administrative, vos responsabilités seront les suivantes :

· assurer la tenue et le rapprochement de l’inventaire de la boutique;

· assurer la gestion et l’entretien quotidiens du bâtiment du siège de l’ACFO-ACAF;

· tenir à jour et appliquer les procédures de santé et de sécurité en collaboration avec la directrice administrative;

· mettre sur pied et maintenir le comité de santé et de sécurité;

· offrir un soutien à la directrice administrative et aux autres membres du personnel dans l’exécution de divers projets;

· assurer la liaison avec les fournisseurs;

· aider à l’organisation des activités qui ont lieu sur place notamment en réservant les services d’un traiteur, en accueillant les visiteurs, en préparant les salles de réunions et les aires communes et en préparant la documentation nécessaire;

· veiller à la propreté des aires communes telles que la cuisine et les comptoirs, les salles de réunions et la zone de réception;

· effectuer diverses autres tâches selon les besoins.

Exigences

À titre d’adjoint administratif ou d’adjointe administrative, vous devrez :

· être bilingue;

· être disponible pour travailler en personne au bureau au moins 3 jours par semaine en fonction des besoins de l’organisation;

· avoir de l’expérience en gestion immobilière (souhaitable);

· avoir une expérience des procédures de santé et de sécurité ainsi que du fonctionnement d’un comité de santé et de sécurité (souhaitable);

· faire preuve de polyvalence, de créativité et d’autonomie;

· avoir l’esprit d’équipe.

Comment postuler

Veuillez envoyer votre curriculum vitae et votre lettre de motivation à Catherine Day, directrice administrative, à administration@acfo-acaf.com d'ici le 28 juin 2024. Les curriculums vitae seront examinés au fur et à mesure de leur arrivée dans le but de remplir le poste d'ici le 22 juillet 2024. Nous avons flexibilité de la date de début.

 

Nous nous engageons à promouvoir des processus de recrutement et des environnements de travail inclusifs et sans obstacles. Si vous avez besoin d'un accommodement pour participer au processus d'embauche, veuillez nous contacter pour faire connaître vos besoins à l'avance. Les informations reçues concernant les mesures d’accommodement seront traitées de manière confidentielle.

 

Seules les candidatures accompagnées d'une lettre de motivation seront examinées et, même si nous remercions et apprécions tous ceux qui postulent, seules les personnes invitées à une entrevue seront contactées.

 

Nous avons hâte de recevoir votre candidature Et n’hésitez pas à contacter Sophie Leidecker à administration@acfo-acaf.com si vous avez des questions sur le rôle.