Public Affairs Coordinator
2 months ago
**Public Affairs Coordinator**
**Location: Montreal, QC**
**Reports to: VP, Public Affairs - Canada**
**Overview**: Based in Montreal, this role we will be held by a person who is the “glue” that helps keep the Canadian Public Affairs Team aligned with each other, the broader Communications team and the Business Units that we support. This individual will possess the maturity and acumen to balance and juggle multiple demands and schedules to ensure our Team in Canada is a High Performing Unit.
Key deliverable will include the maintenance and monthly reporting for the Canadian and Provincial lobby registries in coordination with legal team and government lobby registry officials.
**Key Responsibilities**:
- All Canadian Lobby Registries
- Coordinate our Team activities and meetings in Montreal including off sites and site visits.
- Organize our involvement at key external events including ensuring we have top leaders briefed and in attendance to best position our business for success.
- Maintain a Team calendar as well as calendar entries and manage potential schedule conflicts while ensuring the identified Leadership team(s) is prepared for scheduled activities.
- Plan meetings as requested by coordinating schedules of participants, reserving meeting space, sending notices and ensuring purposes are communicated and attendees are prepared as needed to maximize the effectiveness of the meeting.
- Maintain meeting agendas, minutes and action item status to completion.
- Prepare reports and presentations for a variety of audiences including executive level for the department.
- Process expense reports for direct reports, allocating the correct coding and submitting receipts.
- Invoice processing for department ensuring accurate and timely coding, filing and tracking in a custom spreadsheet.
- Maintains Team Budget
**Desired Behaviors/Competencies**:
- Juggle multiple tasks simultaneously with continuous interruptions.
- Excellent organizational and time management skills with ability to prioritize.
- Ability to draft, edit and prepare correspondence, reports and other materials.
- Ability to monitor and reconcile budgets and accounting processes.
- Ability to work independently with mínimal supervision.
**Required Qualifications/Professional Experience**:
- Minimum of 3-5 years relevant experience; or an equivalent combination of related experience and education.
- Advanced proficiency with virtual meeting and conferencing tools
- Working knowledge in Microsoft Office Suite (Word, PowerPoint and Excel); experience
- Bilingual in English and French is preferred.
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