Executive Assistant

6 months ago

Gatineau, Canada Centre de ressources Connexions Full time

**English/French Essential/Essentielle. Le français suit.**

**Position Overview**

The knowledge, skills and competencies required to be successful in this role are identified below.

**Skills Requirements**:
**Knowledge**
- A DEC in Office Administration or another relevant area of study. Applicants with a DEP in Secretarial Studies and experience or with extensive experience and no formal education may be considered.
- At least one year of experience in a similar position.
- Advanced knowledge of Microsoft Office software such as Excel, Word, and PowerPoint as well as some knowledge of Airtable, Dropbox, MailChimp, or WordPress.
- Basic knowledge of bookkeeping.
- Knowledge of the health and services sector is considered an asset.

**Skills**
- Organization
- Administration
- Time management and priority setting
- Detail-oriented
- Filing and data-entry
- Interpersonal skills
- Verbal and written communication skills in both English and French

**Competencies**
- Resourcefulness
- Adaptability
- Teamwork
- Communicative
- Positive attitude
- Autonomy

**Specific Roles and Responsibilities**
- Handle office tasks, such a filing, setting-up meetings, and ordering supplies.
- Provide technical support for virtualevents.
- Provide real-time scheduling support by booking meetings, appointments and preventing conflicts.
- Reserve locations and catering for events.
- Maintain and coordinate lists of registrations for events.
- Compile and summarize participant evaluation forms and add new Members to our MailChimp account.
- Order materials, create information kits and prepare mailouts for workshops, information sessions, Forums, videoconference sessions, etc.
- Maintain, coordinate, and order office supplies.
- Maintain and update the documentation library.
- Maintain and update lists such as promotional materials, documentation, inquiries, list of contacts, directories, office equipment, etc.
- Maintain and update files (electronic and hard copies).
- Manage the general paper and electronic mail.
- Maintain office equipment.
- Develop and update administrative systems to make the office more efficient.
- Process staff expense claim forms.
- Process supplier invoices.
- Liaise with staff, contractors, and external stakeholders.
- Provide regular activity reports to the Executive Director.
- Attend external meetings on occasion; and
- Other related dutiesand functions as identified by the Executive Director.

**About the Work**

**Hours of work**

35 hours per week from Monday to Friday (full-time).

**Remuneration**

Salary range is between $41,800.00 and $64,735.00 per year, depending on level of experience and education, as per Connexions’ salary scale and remuneration policy.

**Location of work**

67, rue du Couvent, Gatineau (Aylmer Sector), QC, J9H 6A2 (free parking available)

**Benefits**

Connexions’ offers a generous benefits package following a 3-month probation period, which includes a cost-shared health insurance.

**About Connexions**

**Mission**

Connexions Resource Centre is a not-for-profit community organization whose mission is to serve and promote the health, well-being, and vitality of the English-speaking population of the Outaouais.

**Vision**

To be a recognized leader at creating connections to enrich the health, vitality, and well-being of the English-speaking community.

**Mandate**

Connexions responds to the health and social service needs of the Outaouais English-speaking community by providing information and referrals, developing, and offering health promotion programs and activities and collaborating with public and community partners to improve access to services.

**Values**

Integrity, respect, inclusiveness, innovation

**-------------------------------**

**Aperçu du poste**

L'assistant(e) de direction est un(e) solutionneur(se) de problèmes plein de ressources, optimiste, énergique et toujours prêt(e) à soutenir le directeur exécutif et l'équipe de Connexions. L'assistant(e) de direction possède d'excellentes compétences en communication et en organisation. Il ou elle traite les clients, le personnel, les partenaires et les bénévoles avec respect et est attentif, poli et professionnel, que ce soit au téléphone, par courriel ou en personne.

Les connaissances, aptitudes et compétences requises pour réussir dans ce rôle sont identifiées ci-dessous.

**Compétences requises**:
**Connaissances**
- Au moins un an d'expérience dans un poste similaire.
- Connaissance avancée des logiciels Microsoft Office tels qu'Excel, Word et PowerPoint ainsi qu'une certaine connaissance d'Airtable, Dropbox, MailChimp ou WordPress.
- Connaissance de base de la comptabilité.
- La connaissance du secteur de la santé et des services est considérée comme un atout.

**Compétences**
- Organisation
- Administration
- Gestion du temps et établissement des priorités
- Souci du détail
- Classement et saisie de données
- Compétences interpersonnelles
- Compétences en

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