Administrative Support Agent

2 months ago

Gatineau, Canada CÉGEP Heritage College Full time

Cégep Heritage College is located in Gatineau, Québec, next to the National Capital Region’s Gatineau Park. It is the region’s only public, tuition-free, English-language college, offering innovative and personalized instruction across 19 Career, Pre-University and Continuing Education programs in its modern, state-of-the-art facilities. Cégep Heritage College is a vibrant multicultural institution with dedicated staff serving more than 1,200 students. It delivers educational programming that fosters extraordinary student-teacher interaction, student leadership and entrepreneurship, intercultural dialogue and engagement, and high-calibre athletics.
- COMPETITION NUMBER- C24-25-DGO-03- POSITION- Administrative Support Agent - Class I (DGO) as of October 21st, 2024 - 3rd posting- DEPARTMENT- Director General’s Office- PREDECESSOR- Qi Zhang- IMMEDIATE SUPERVISOR- Valérie Gamache- TYPE OF HIRING- Temporary full-time as of October 21st, 2024 until June 2025 with possibility of extension.- WORK SCHEDULE- 35 hours per week
Monday to Friday
8:30 a.m. to 4:30 p.m.- WORK LOCATION- 325, boul. de la Cité-des-Jeunes, Gatineau (Québec) J8Y 6T3- SALARY RANGE
- 24.36$ - 27.34$- 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 basic 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 mínimal 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.

You will be able to create an account and upload your résumé and cover letter.
- POSTING DATES- From 2024-10-08 00:00 to 2024-10-14 2

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