Bilingual Administrative Assistant, Office of The

6 months ago

Ottawa, Canada The Professional Institute of the Public Service of Canada Full time

**Division**: Office of the President

**City**:Ottawa, ON

**Type of position**:In person 5 days a week

**Job Term**: 18-month term (35 hours per week)

**Union/Non**: Excluded

**Competition**: 24-16

The Professional Institute of the Public Service of Canada, a national union representing some 70,000 professionals and scientists throughout Canada, requires a **bilingual Administrative Assistant **for an 18-month term for its National Office in Ottawa.

PIPSC/IPFPC is committed to building an inclusive workplace where diversity of thought - and of people - are recognized, valued, and considered essential to achieving our goals and objectives. We are making concerted efforts to foster a workforce that is representative of our diverse membership. We strive to create a work environment that is welcoming to everyone regardless of their gender, age, religion, race, ethnicity, and nationality, particularly equity deserving groups, such as members of the IBPOC, 2SLGBTQIA+ communities, and people living with disabilities.

**What can I expect to do in this role?**

Under the general direction of the President and the functional supervision of the Senior Advisor to the President, the Administrative Assistant provides administrative support to the Office of the President. This position arranges travel, accommodation, and logistics for meetings in conformity with Institute travel policies as assigned. The Administrative Assistant plays a crucial role in ensuring the smooth day-to-day operations of the Office of the President by assisting in the coordination of various office activities.

**Primary responsibilities**:

- Receive, sort, register, and acknowledge receipt of electronic mail and print correspondence, forward correspondence for response or dissemination.
- Record and produce minutes of meetings.
- Arrange travel, accommodation, and logistics for meetings in conformity with Institute travel policies as assigned. Input travel and meeting requirements into the Institute’s database for approval.
- Schedule appointments, events, and meetings. Arrange location, time, meeting facilities, and assemble required documentation. Notify participants and send agenda and reminder notices.
- Respond to enquiries from internal and external clients. Convey relevant information to members. Receive and welcome visitors.
- Review correspondence, respond, and compose signature ready responses or redirect to staff members for response.
- Prepare expense claims.
- Maintain and update databases and filing systems, including electronic and manual formats.
- Support the implementation of internal procedures/guidelines, resources and tools to assist in achieving objectives for office administration.
- Maintain correspondence log in membership database including update of action items on a daily basis, if required.
- May be required to provide backup and explain work requirements for other similar level positions.
- May be requested to undertake other related duties on a periodic basis.

**Knowledge and Experience Requirements**

**Education / Experience**:

- Completion of one year post-secondary education or equivalent; and
- Three (3) to five (5) years’ experience in performing secretarial, clerical, and administrative duties preferably in a political environment; or
- An equivalent combination of education and experience.

**Language requirement**:

- Fluency in both official languages (**French and English**) is **required**

**Skills and experience required**:

- Knowledge of the Professional Institute’s organization and structure
- Basic knowledge of labour relations terminology
- Experience in office administration practices and procedures
- Experience coordinating and administering schedules for senior management
- Experience coordinating and preparing travel arrangements
- Experience coordinating and implementing expense claims for senior management
- Experience identifying and reviewing data for reporting purposes
- Experience setting agendas and taking and transcribing minutes of meetings
- Experience coordinating and maintaining a filing system
- Experience composing, reviewing and editing routine correspondence, including proofreading and editing for errors and omissions
- Computer skills and experience with word processing and communication tools

**Compensation Package**
- Salary Range: $52,610 to $65,763 (G2)
- Group Benefits (Health, Dental, Life Insurance)
- Vacation (4 weeks/year) and other generous paid leave
- Paid time off from December 27th to 31st

**How to apply**

If you require a disability-related accommodation to facilitate your participation in the recruitment process, we kindly request that you get in touch with us to provide your contact details. Our Staffing team will promptly reach out to you within 48 hours. Please be assured that any information received in connection with accommodation requests will be kept confidential.
- We are dedicated to fostering an inclusive, psychologically secure,

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