Bilingual Administrative Assistant

2 weeks ago

Ottawa, Canada Canadian Union of Public Employees Full time

**JOB POSTING No. COPE2220C**

January 13, 2023

**TEMPORARY BILINGUAL ADMINISTRATIVE ASSISTANT**
**NATIONAL SECRETARY-TREASURER’S OFFICE**
**CANADIAN UNION OF PUBLIC EMPLOYEES**

**GENERAL FUNCTION**

Under general direction, the Administrative Assistant provides secretarial and administrative support to the Executive Assistants in an accurate, effective, and efficient manner, and where required to other branch or departmental staff. They may also be responsible for overseeing the work of support staff in the delivery of their work.

**SUMMARY OF DUTIES**
- Provide administrative services including administering branch procedures as assigned by the Executive Assistants; establish administrative service priorities.
- Where required, organize and coordinate work assignments; ensure timely completion of work assigned; train new staff on work practices and procedures; assist support staff as needed.
- Assist with departmental budgetary duties which may include maintaining accurate records of financial budget expenditures; reconciling budget with forecast and actual figures; tracking expenditures; preparing invoices for the Executive Assistants’ signature; verifying and processing invoices for payment; resolving budget issues in conjunction with the Executive Assistants and raising concerns where warranted.
- Prepare documents by composing, setting up, proofreading, and processing documents to completion in English and French; and where required coordinate and proofread the translation of documents.
- Schedule meetings, appointments, conference calls and travel arrangements, which may include coordinating and updating various calendars, organizing, planning, and scheduling meetings, working in conjunction with the Executive Assistants, coordinating travel arrangements, reserving hotels, caterers, and social activities, arranging travel advances and payments, preparing and sending meeting materials to attendees in advance, attending meetings, and taking meeting notes.
- Assist with the planning and implementation of educational events and team meetings including pre-, on-site, and post-event activities such as managing the scheduling, agendas, and logistics; establish priorities and resolve problems including issues with technology, scheduling, and invoicing; and initiate improvements for existing processes and procedures.
- Conduct information searches for a specific purpose, where required.
- Maintain appropriate inventory of office supplies and required materials including assessing product appropriateness; ensuring office equipment is in good working order and arranging for servicing if required; and processing and verifying orders.
- Perform filing tasks and support a records management system including creating and maintaining accurate and orderly filing systems, library reference materials, records, mailing lists and contact information, managing a retrieval bring-forward system and initiating follow
- up actions; maintaining document tracking systems, and ensuring appropriate disposal of records.
- Where required, manage publications and related materials including updating lists of publications ordered; entering publications into database; recommending and renewing publications based on usage; paying publication invoices; updating and filing reference materials; maintaining online publication and password records.
- Perform other related duties, as assigned.

**QUALIFICATIONS**
- Five years related work experience, ideally in a union environment.
- Business or Community College graduate in a relevant field or an equivalent combination of education and experience.

General knowledge of:

- administrative policies and procedures;
- Internet research techniques;
- databases and data management.

Ability to:

- speak and write at an above average level in English and French;
- communicate effectively in a respectful and cooperative manner with the public, all staff, members, providers, etc.;
- perform basic mathematical functions; o work with mínimal supervision;
- maintain confidentiality;
- meet deadlines and/or establish priorities while working in a high pressure work setting;
- work with a high degree of accuracy;
- exemplify good organizational skills;
- solve problems, identify and correct discrepancies, and follow guidelines, where applicable;
- use advanced functions of MRM, Microsoft Office Suite, and Microsoft 365, including Teams and SharePoint, and learn new software.

**CONDITIONS OF EMPLOYMENT** as set out in the collective agreement between CUPE and COPE Local 491.

**WEEKLY SALARY**: $1,491.24 (plus 7% bilingual bonus)

**Job Types**: Full-time, Fixed term contract
Contract length: 9 months

**Salary**: From $1,595.00 per week

**Benefits**:

- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site gym
- On-site parking
- Paid time off
- Vision care

Schedule:

- Day shift
- Monday to Friday

COVID-19 considerations:
All perso

  • Real Estate Administrative Assistant

    3 days ago

    Ottawa, Canada Real Estate Administrative Assistant Full time

    **Salary**: $45,000.00-$57,000.00 per year **Benefits**: - Paid time off Flexible Language Requirement: - French not required Schedule: - Monday to Friday Supplemental pay types: - Bonus pay - Overtime pay Ability to commute/relocate: - Ottawa, ON K1Y 0Z7: reliably commute or plan to relocate before starting work (required) **Education**: -...

  • Bilingual Administrative Assistant

    4 weeks ago

    Ottawa, Canada Air Liquide Full time

    **Company presentation** VitalAire Canada is the Canadian home healthcare subsidiary of Air Liquide, the world leader in gases, medical technologies and services for Industry and Healthcare. VitalAire empowers patients who have sleep apnea or require home oxygen therapy through ongoing respiratory support and compliance. **Here is what you will...

  • Full-Time Bilingual Receptionist

    1 day ago

    Ottawa, Canada Car-On Automotive Group Full time

    Join Our Team: Full-Time Bilingual Receptionist & Administrative AssistantLocation: Ottawa, ONCar-On Auto Sales, a family-owned beacon of excellence in Ottawa's and Eastern Canada's automotive scene, is on the lookout for a Full-Time Bilingual Receptionist and Administrative Assistant.Do you have a sunny personality that makes everyone feel at home? Are you...

  • Bilingual Senior Administrative Assistant

    3 days ago

    Ottawa, Canada Canadian Labour Congress - Congrès du travail du Canada Full time

    There is a vacancy for the position of Bilingual Senior Administrative Assistant (Grade 4) assigned to the SEP Department. The position is based at our Headquarters office in Ottawa, Ontario, with regular in-office presence expected. Duties include but are not limited to : Arrange meetings, maintai

  • Full-time Bilingual Receptionist

    2 days ago

    Ottawa, Canada Car-On Automotive Group Full time

    **Join Our Team**: Full-Time Bilingual Receptionist & Administrative Assistant **Location**: Ottawa, ON Car-On Auto Sales, a family-owned beacon of excellence in Ottawa's and Eastern Canada's automotive scene, is on the lookout for a Full-Time Bilingual Receptionist and Administrative Assistant. Do you have a sunny personality that makes everyone feel at...

  • Bilingual Member Services Administrator

    3 weeks ago

    Ottawa, Canada Ellement Consulting Full time

    Bilingual Member Services AdministratorABOUT ELLEMENTEllement Consulting Group Limited Partnership (Ellement) is a privately-owned actuarial consulting firm that has been providing actuarial, administration, software programming, and consulting solutions for pension, benefits, and investment programs for individuals, corporations, unions, associations, and...

  • Bilingual Member Services Administrator

    2 weeks ago

    Ottawa, Canada Ellement Consulting Group Full time

    Bilingual Member Services AdministratorABOUT ELLEMENTEllement Consulting Group Limited Partnership (Ellement) is a privately-owned actuarial consulting firm that has been providing actuarial, administration, software programming, and consulting solutions for pension, benefits, and investment programs for individuals, corporations, unions, associations, and...

  • Bilingual Member Services Administrator

    2 weeks ago

    Ottawa, Canada Ellement Consulting Group Full time

    Bilingual Member Services AdministratorABOUT ELLEMENTEllement Consulting Group Limited Partnership (Ellement) is a privately-owned actuarial consulting firm that has been providing actuarial, administration, software programming, and consulting solutions for pension, benefits, and investment programs for individuals, corporations, unions, associations, and...

  • Bilingual Member Services Administrator

    2 weeks ago

    Ottawa, Canada Ellement Consulting Group Full time

    Bilingual Member Services AdministratorABOUT ELLEMENTEllement Consulting Group Limited Partnership (Ellement) is a privately-owned actuarial consulting firm that has been providing actuarial, administration, software programming, and consulting solutions for pension, benefits, and investment programs for individuals, corporations, unions, associations, and...

  • Bilingual Member Services Administrator

    3 weeks ago

    Ottawa, Canada Ellement Consulting Full time

    Bilingual Member Services AdministratorABOUT ELLEMENTEllement Consulting Group Limited Partnership (Ellement) is a privately-owned actuarial consulting firm that has been providing actuarial, administration, software programming, and consulting solutions for pension, benefits, and investment programs for individuals, corporations, unions, associations, and...

  • Bilingual Project Administrator

    1 week ago

    Ottawa, Canada Adecco Canada Full time

    Bilingual Project Administrator Adecco is currently recruiting for a Bilingual Project Administrator. This is a 7-month Onsite contract opportunity with a possibility of extension. This role is with one of our public sector client based in Ottawa. The successful candidate must have a valid Reliability Security Clearance. The Bilingual Project Administrator...

  • Administrative Assistant

    4 weeks ago

    Ottawa, Canada Fenex Windows and doors Full time

    Located in Orleans, Ontario, Fenex Windows and Doors is a Fenplast subsidiary specialized in exterior doors and windows sale and installation. Our company distributes the products of the Fenplast brand, a Quebec leader in the PVC products industry. Established for more than 40 years, we are dedicated to provide unbeatable service and top quality products to...

  • Bilingual Member Services Administrator

    2 weeks ago

    Ottawa, ON, Canada Ellement Consulting Group Full time

    Bilingual Member Services Administrator ABOUT ELLEMENT Ellement Consulting Group Limited Partnership (Ellement) is a privately-owned actuarial consulting firm that has been providing actuarial, administration, software programming, and consulting solutions for pension, benefits, and investment programs for individuals, corporations, unions, associations,...

  • Administrative Assistant

    2 weeks ago

    Ottawa, Canada IBISKA Full time

    Job Opening for an Administrative Assistant Timeframe: ASAPNote: Preference will be given to Indigenous IndividualsOnaki-IBISKA JV is looking for a full-time administrative assistant to augment our team effective immediately. The selected individual will work within IBISKA’s office in collaboration with our Finance and Administration Team. The selected...

  • Administrative Assistant

    3 days ago

    Ottawa, Canada The Department of Surgery, The Ottawa Hospital Full time

    Hello, The Department of Surgery is currently looking for a **Full-Time, Permanent **Administrative Assistant within the division of Thoracic surgery. Please see below for the details. The employee will frequently interact with patients, Administrative Assistants, Surgeons, Trainees, Nurses, and other hospital staff. Under the general direction of the...

  • Administrative Assistant

    4 weeks ago

    Ottawa, Canada The Department of Surgery, The Ottawa Hospital Full time

    Hello, The Department of Surgery is currently looking for a **Full-Time, Permanent **Administrative Assistant within the division of Thoracic surgery. Please see below for the details. The employee will frequently interact with patients, Administrative Assistants, Surgeons, Trainees, Nurses, and other hospital staff. Under the general direction of the...

  • Administrative Assistant

    4 weeks ago

    Ottawa, Canada University of Ottawa Full time

    Job Type: Employee Duration in Months (for fixed-term jobs): 12 Job Family: Administrative Support of Open Positions: 1 Faculty/Service - Department: Office of Risk Management Campus: Main Campus Union Affiliation: SSUO Date Posted: May 18, 2023 Closing Date: May 29, 2023 Note: Applications will be accepted until 11:59 PM on the day prior to the...

  • Bilingual Office Administrative Assistant

    4 weeks ago

    Ottawa, Canada Access Equipment Capital Inc. Full time

    **At Access Equipment Capital Inc., we offer leasing/finance options to businesses for all their equipment acquisitions.** **The Administrative Assistant is responsible for a wide variety of administrative duties in support of the lead administrative assistant as well as the VP of sales. Duties include but are not limited to, preparing documents, handling...

  • Bilingual Office Administrative Assistant

    2 weeks ago

    Ottawa, Canada Access Equipment Capital Inc. Full time

    **At Access Equipment Capital Inc., we offer leasing/finance options to businesses for all their equipment acquisitions.** **The Administrative Assistant is responsible for a wide variety of administrative duties in support of the lead administrative assistant as well as the VP of sales. Duties include but are not limited to, preparing documents, handling...

  • Administrative Assistant

    4 weeks ago

    Ottawa, Canada Ginsberg, Gingras & Associates Inc. Full time

    Education: College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years - Experience: 1 year to less than 2 years - Legal administrative assistant/secretary - Accounting and business/management - Administrative assistant and secretarial science, general - or equivalent experience **Tasks**: - Schedule and confirm...