Administrative Support Agent – Class I

2 weeks ago

Gatineau, Canada Cégep Héritage College Full time

ROLE SUMMARY :
The principal and customary work of the employee in this employment class consists of receiving and forwarding telephone calls, following up on inquiries and performing a variety of administrative functions of a relatively complex nature according to established methods and procedures and clerical functions related to activities in his/her area.

DUTIES :
The Administrative Support Agent is required to work in the following areas:

Corporate Affairs “Board of Governors”
Board Meetings
• Select, order and arrange pre-meeting dinner catering in collaboration with the Secretary General.
• Prepare Board meeting packages (Consent and Regular Agenda)
Help organize the Annual Board Recognition Event.

Corporate Affairs “Executive Committee”
Executive Committee Meetings
• Prepare Executive Committee meeting packages.

Corporate Affairs “Subcommittees”
Subcommittee Meetings
• Prepare Subcommittee meeting packages.

Corporate Affairs “General Governance”
Administrative Documents
• Update Administrative Document Review Tracker upon Board approval (Bylaws and Policies) and Senior Management approval (Procedures and Guidelines).
• Prepare administrative documents for review cycle.
MS Teams Sites
• Update Board, Executive Committee and Subcommittee sites as requested by the Secretary General
Translation Requests
• Upon the Secretary General’s direction, send documents for translation.

Corporate Affairs “Records Management”
Board, Executive Committee and Subcommittee Minutes and Resolutions
• Prior to meeting, put minutes into final format
• After meeting, put resolutions into final format
• After approval/signatures
• Provide hard copy of signed minutes to Secretary General for files.
• Upload Board minutes.
• Provide final resolutions to Secretary General for CollecteInfo report (Board only) and files (all).
• Provide electronic copy of resolutions to appropriate stakeholders.

BOG Orientation and Training
• Propose dates for orientation or training sessions in collaboration with Secretary General.
• Send meeting invite on behalf of the Secretary General.
• Assist with Power Point presentations modifications.

Corporate Services Marketing and Communications
Inventory
• Tag all Marketing & Communication assets.
• Track inventory used in Inventory Tracker (to be converted into Clara).

Committee/Activities/Events/ECAs
Corporate Affairs
• Meeting materials preparation, logistics, and support.
• Organize and collaborate with Secretary General.

Perform any other related duties.

MINIMUM QUALIFICATIONS REQUIRED :

Must have a secondary school diploma (DES) in an appropriate specialty, or a diploma or attestation recognized as equivalent by the competent authority.

Must have at least one (1) year of pertinent experience.

Must possess good communications skills in English and in French (oral, written and comprehension).

Experience as a user with Microsoft Office 365 is essential.

Must have excellent customer service skills and experience.

ADDITIONAL QUALIFICATIONS :

Must possess excellent communication, organizational and interpersonal skills.

Must have excellent analytical and problem-solving skills.

Must be diligent, dynamic, creative and detail oriented.

Must be able to work independently with minimal supervision and have the ability to work as part of a team.

Must be able to work effectively with respect to deadlines and produce accurate results.

Must be flexible and able to adapt quickly to different situations.

Must have a strong work ethic and exercise discretion.

SALARY RANGE (PER HOUR) :
22.36$ - 25.00$

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