Design and Administrative Assistant

6 months ago

Ottawa, Canada The Federal Bridge Corporation Limited Full time

The Federal Bridge Corporation Limited (FBCL) is a Crown corporation responsible for overseeing the Canadian federal interests in four international bridge crossings between Canada and the United States. Its mandate is to provide the highest level of stewardship so that the international bridges and associated structures are safe and efficient for users. FBCL owns, manages and operates international bridges and associated structures in Sault Ste. Marie, Point Edward, Lansdowne (Thousand Islands) and Cornwall, Ontario.

Reporting to the Chief Corporate Services Officer, the Design and Administrative Assistant is responsible for the design and layout of corporate publications such as the Annual Report and Corporate Plan and the provision of administrative support services. Success in this role requires results orientation, the ability to prioritize workflow, discretion and professionalism.

**Responsibilities**:
Graphic Design and Layout Lead 30%
- Develop the overall layout and production design for advertisements, social media, brochures, newsletters, web and reports;
- Work with internal technology software and hardware including web content management systems;
- Select fonts, colours, shapes, designs, styles, and layouts for projects;
- Meet with internal clients to determine requirements and vision for design elements;
- Keep up-to-date with the latest design trends by attending workshops, courses, and reading relevant material; and,
- Provide supports to the Communication department with respect to SharePoint layout and design.

FBCL Administrative and Reception Support 30%
- Provide administrative supports as needed including but not limited to travel arrangements, minute taking, formatting, scheduling, travel arrangements, business presentations, reports, incoming and outgoing mail, publications and other correspondence;
- Communicate verbally or in writing, on behalf of senior manager(s) as requested;
- Coordinate and track workflows, projects, and action items/decisions;
- Take independent action to determine the course of action, with appropriate delegation and judgment when triaging reception area requests;
- Act as the main contact for greeting visitors and couriers; and,
- This position is required to be in the office to support hours the office is open to the public (Monday to Friday, 8:30 am - 4:30 pm).

Site Specific Administrative Support 30%
- Work closely with the Executive Assistant and External Corporate Secretary to complete coordination, facilitation and recording of the Board of Directors and Committee activities and events, including Board field visits and Public Annual Meetings;
- Act as primary liaison for FBCL’s Translation Process;
- Support Finance and Information Management Departments; and,
- Maintain contact directories both internally and externally (e.g. GEDS).

Office Coordination 10%
- Maintain inventory levels of office supplies, ensures operation of office equipment, prepares meeting rooms, internal/external mail, visitor cards, parking passes and coverage of essential administrative functions.

**Qualifications**:

- Knowledge of business administration and Graphic Design normally acquired through postsecondary education or a minimum of 3 years relevant experience;
- Demonstrated experience in bilingual administrative writing, text editing and formatting of corporate documentation;
- Knowledge of SharePoint design is an asset;
- Demonstrated ability to work with information management systems;
- Demonstrated expert level competence using computer systems and software such as, word processing, spreadsheets, and presentation and reporting software;
- Proven competence with image processing tools relevant to publishing such as Photoshop, InDesign and Illustrator;
- Demonstrate a creative mindset to be able to bring a design to life with simple instructions;
- Ability to work with mínimal supervision with demonstrated decision making and problem solving skills as well as within a team environment, while developing supportive and productive working relationships;
- Ability to multi-task and manage a diverse mix of issues, responsibilities and challenges;
- Ability to handle inquiries, requests and/or complaints from all stakeholders and individuals, both in writing and verbally, with respect, courtesy, confidentiality and in a helpful manner;
- Strong organizational skills with an ability to manage and prioritize work load in a proactive manner, providing feedback on progress and priority issues is required;
- Strong customer service communication skills and de-escalation techniques;
- An overall demeanor that is consistently professional, warm and approachable;
- Ability to obtain and maintain reliability security clearance is required; and,
- Ability to demonstrate and maintain bilingual English and French (Bilingual - CCC) levels is required.

We thank all those who apply. Only those selected for further consideration will be contacted. FBCL is an Equal Opportunity Em

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