Executive Assistant

3 days ago

Gatineau, Canada CÉGEP Heritage College Full time

COMPETITION NUMBERC22-23-SS-09
- DEPARTMENTHuman Resources
- PREDECESSORJoanne Leblanc
- IMMEDIATE SUPERVISORMichèle Charlebois
- TYPE OF HIRINGTemporary full-time replacement for an undetermined period of time.
- WORK SCHEDULE35 hours per week
Monday to Friday
8 a.m. to 4 p.m.
- WORK LOCATION325 boul. de la Cité-des-Jeunes, Gatineau, Quebec, Canada, J8Y6T3

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 220 staff serving more than 1,500 students. It delivers educational programming that fosters extraordinary student-teacher interaction, student leadership and entrepreneurship, intercultural dialogue and engagement, and high-caliber athletics.
- SALARY RANGE
- 55,609.00$ - 74,144.00$
- ROLE SUMMARY
- Under the supervision of the Director of Human Resources (HR), the Executive Assistant assumes the responsibility for the smooth functioning of the Human Resources’ Office, performs all executive assistant duties and ensures the confidentiality and efficient operation of the office.
- The person sought is recognized for his/her planning and organizational skills. This person demonstrates initiative and acts with autonomy and diplomacy. He/she exercises great discretion in the handling of information of a confidential nature and cares about maintaining harmonious interpersonal relationships and succeeds in creating a climate of trust throughout his/her interactions with others. Discreet, available and energetic, the person sought will be able to integrate into a team that promotes high quality services to be provided to all staff members.- DUTIES

**For the Service**:

- Responsible for follow-up and control of certain HR responsibilities.
- Researches, compiles and analyzes data for reports, correspondence, notice of meetings, etc.
- Initiates and maintains a variety of files and records including all public relations matters.
- Operates office equipment including word processors and photocopiers.
- Acts as front-line resource, sorts mail, screens phone calls, visitors and refers inquiries as appropriate.
- Answers inquiries in person or over the telephone, screens, redirects or refers to another source of information.
- Maintains appointment schedules and calendars.
- Gathers information and contacts meeting participants.
- Prepares agenda documents and notes for meetings chaired by Human Resources.
- Organizes meetings and, when necessary, takes the minutes of meetings.
- Responsible of HR financial record keeping.
- Assists with the updating of all HR processes and procedures.
- Translates a variety of documents from French to English and vice-versa.
- Analyzes documents and writes up summaries.
- Prepares, edits, and formats letters, documents, and reports, as required.
- Revises and improves texts as necessary with regards to content, syntax grammar, vocabulary and ensures proper presentation (layout, binding, etc.).
- Takes part and provides administrative support in all activities involving the Human Resources office.
- Keeps up-to-date all Human Resources and PD budgets, as required.
- Manages the archives of the Human Resources Office.
- Assists with the hiring of personnel (job postings, scheduling of interviews, communication, etc.).
- Provides administrative support for all PD activities organized by Human Resources.
- Takes part in establishing the material needs of the office (supplies, furniture, etc.) and places the orders.
- Coordinates HR activities related to room bookings.

**Entire Sector of Activities**:

- Represents the HR office on certain committees if required.
- Works collaboratively with other Service Directors and other College personnel.
- Assists the HR management personnel in the managing of the annual work plan and of the departmental budget.
- Performs all other related duties, as required.
- MINIMUM QUALIFICATIONS REQUIRED
- Minimum of a Diploma of collegial studies in a related field of study or an attestation of studies or combination of other certifications which is recognized as equivalent.
- Must have at least three (3) years of experience related to the methods and procedures used in administering an office.
- Must be bilingual in both French and English (written, comprehension and spoken).
- Excellent knowledge and skills in the use of technology in a Windows environment with the Microsoft Office 365.
- Ability to work in a self-directed team environment with mínimal supervision, and have the ability to work as part of a team.
- Excellent filing skills.
- Must demonstrate ability to take minutes of meetings.
- ADDITIONAL QUALIFICATIONS
- Must possess a collaborative approach.
- Must possess excellent com

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