Administrative and Reception Summer Student

1 month ago

Ottawa, Canada Federal Bridge Corp Full time
Administrative and Reception Summer StudentJob Description

The Federal Bridge Corporation Limited (FBCL) is a Crown corporation responsible for overseeing the Canadian federal interests in four international bridge crossings between Canada and the United States. Its mandate is to provide the highest level of stewardship so that the international bridges and associated structures are safe and efficient for users. FBCL owns, manages and operates international bridges and associated structures in Sault Ste. Marie, Point Edward, Lansdowne (Thousand Islands) and Cornwall, Ontario.

Reporting to the Chief Corporate Services Officer, the administrative summer student will provide reception and administrative support to colleagues including triaging reception requests, greeting visitors, minute taking, formatting, scheduling, business presentations, reports, incoming and outgoing mail, publications, and correspondence.

This position is required to be in the office Monday – Friday 8:45 am – 4:45 pm.

Duties and Responsibilities

  • Primary liaison for FBCL’s Translation Process and timeframes which include coordinating ongoing communications between FBCL employees and translators, managing timelines, tracking requests, proofreading and verifying formatting upon receipt before sending to FBCL employees for distribution;
  • Ensure adherence to corporate and administrative template standards, which includes proofreading and formatting of submissions and policies before their final approval and distribution;
  • Maintain up-to-date contact directories both internally and externally;
  • Support the communications department with the updates to the Employee Portal in SharePoint;
  • Maintain inventory levels of office supplies;
  • Schedule the use of conference rooms and organize virtual meetings;
  • Ensure operation of office equipment is in proper working order; troubleshoot with IT and resolve issues when needed;
  • Maintain meeting rooms and common areas (kitchen/dishwasher);
  • Process and prepare mail and distribute accordingly;
  • Maintain parking passes and keys for offices and storage cabinets;
  • Provide coverage of essential administrative functions normally performed by other team members in their absence.

Essential Qualifications

  • Demonstrated experience in bilingual administrative writing as well as bilingual text editing and formatting of corporate documentation is required;
  • Superior verbal and written communications skills in both French and English;
  • Proficient in computer systems and software such as MS Office suite is required;
  • Ability to work with minimal supervision with demonstrated decision making and problem solving skills is required;
  • Ability to multi-task and manage a diverse mix of issues, responsibilities and challenges is required;
  • Ability to work in a team environment, while developing supportive and productive working relationships is required;
  • Strong ethical standards and the ability to be discrete in the handling of confidential and privileged information is required;
  • Strong organizational skills with an ability to manage and prioritize workload in a proactive manner, providing feedback on progress and priority issues is required;
  • An overall demeanor that is consistently professional, warm and approachable is required;
  • Ability to obtain and maintain reliability security clearance;
  • Ability to demonstrate and maintain English and French (Bilingual - CCC) levels required.

We thank all those who apply. Only those selected for further consideration will be contacted. FBCL is an Equal Opportunity Employer, which promotes a culture of inclusion and diversity. Accommodations are available throughout the staffing process and can be requested at any time from the assigned human resources representative.

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