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Administrative Assistant, Communications

2 months ago

Toronto, Canada The College of Naturopaths of Ontario Full time

**Administrative Assistant, Communications (Bilingual)**

The College of Naturopaths of Ontario regulates naturopathic doctors in the public interest. Our mandate is to support patients’ rights to receive safe, competent and ethical naturopathic care. We fulfill our role by establishing requirements to enter the profession, setting standards of practice, ensuring continuing competence, and providing accountability through Complaints and Discipline.

**Position Overview**

Reporting to the Director, Operations the Administrative Assistant, Communications is responsible for providing on-going support on matters related to College communications and publications, public relations and French translation services. The role also supports the College with general office administrative duties.

This position involves a variety of activities including, but not limited to, assisting, supporting and monitoring of all College communication channels and platforms, assisting with the coordination of the College’s French Translation Program, acting as the primary contact for French inquiries and providing general administrative duties for the College.

**Duties & Responsibilities**

The incumbent will be responsible for:
1. General Communications
- Monitors media and social media for items of relevance to the College for dissemination to the Senior Management Team.
- Supporting the department budget development process as needed.

2. Publications & Other Assets
- Coordinates production of the annual report, including arranging meetings and gathering data from departments, liaising with graphic designer on production and scheduling, proofreading, and fact-checking copy.
- Assists with any media relations support as needed such as press releases, media briefings and meetings.
- Maintains editorial calendars in support of regular College events, deadlines and activities, as well as emerging priorities and urgent matters.
- Updating the College Style Guide and Lexicon to reflect current needs, including current grammatical best practices.
- Sources and sizes images and designs/formats presentations and other materials as needed.

3. Monitoring, Measurement and Evaluation
- Provides reports and insights to the Communications team:

- identifies potential issues and provides follow-up as needed,
- on website performance and analytics; and
- for social media channels with monthly analytics management.
- Monitors social and other media for the College and health regulatory-related news and mentions.
- Monitors and maintains Google alerts for naturopathic, regulatory and other relevant news, including discipline cases of other Colleges.

4. Website & Online Communications
- Provides input to the overall content management strategy and identifies opportunities to improve website user experience and maximize SEO.
- Supports the day-to-day maintenance and ongoing development of the website, including tracking changes and updates, troubleshooting technical issues, light coding and graphics management.
- Assists with website content updates and creates web pages, including uploading content, files, graphics and multi-media.
- Monitors website to ensure consistency with overall branding, accessibility and language requirements, and supports stakeholders who have issues regarding the site.
- Coordinates online activities with other College teams - revising, testing and verifying the accuracy of information, links, and URLs.
- Coordinates translation of (and updating) French materials for the website, working with the College’s translation services supplier.
- Facilitates subscriber requests.
- Maintains website content calendar and coordinates the annual College-wide website review process.
- Webinar management including the scheduling and live production of webinars, managing inbound queries, troubleshooting issues during sessions, video editing and uploading of webinars to streaming platforms.

5. French Translation Program
- Assists with the College’s French translation program, including receiving and tracking submissions from various departments, submitting materials to contracted translation service provider(s), and tracking translation projects against invoices received.
- Assists in the review of translated materials received from contracted translation service provider(s) to ensure accuracy and consistency, including alignment with College voice and brand.
- Provides French language services, including supporting callers and other contacts who require services in French from the College and recording information in French as needed for webinars, phone scripts, etc.
- Translating materials from English to French for immediate, urgent needs.

6. Records Management
- Coordinates and maintains department infrastructure to support effective operations.
- Ensures communications files, resources and lists are maintained accurately, consistently and securely.
- Organizes and maintains image library, including logos and other vis