Assistant, Gmf Programs

6 months ago

Ottawa, Canada Federation of Canadian Municipalities Full time

The Federation of Canadian Municipalities (FCM) is the national voice of municipal governments, representing the interests of cities and communities with the federal government.

**Position**

**Assistant, GMF Programs**

**Department**

**Growth & Development - Green Municipal Fund (GMF) - Programs**

**Classification**

**Level 2**

**Salary**

**Our salaries generally range from $51,000 - $58,000, and are based on qualifications and experience**

**Languages**

**Bilingual (English and French) is required**

**qTerm**

**Permanent Full-Time**

**Location**

**Hybrid (Ottawa)/Remote (Canada)**

**Why GMF is the place for you**

At GMF, we empower our people to create change where it has the most impact - municipalities. GMF is a $1.6 billion permanent endowment from the Government of Canada, managed at arm's length, making it nimble and available for higher-risk, higher-impact initiatives. A further $530M investment into GMF to support the National Adaptation Strategy was announced in November 2022. Our team is committed to helping local governments switch to sustainable practices faster. GMF is the cornerstone program of the Federation of Canadian Municipalities (FCM).

Our unique mix of funding, resources, and training gives municipalities the tools they need to build resiliency — and create better lives for Canadians. Through GMF, municipalities have reduced carbon emissions; built better transportation assets; constructed efficient and resilient buildings; diverted waste from landfill; made previously unusable land available for development; and improved soil and water quality.

**You in this role**:
The Assistant, Programs provides administrative and operational assistance to the Senior Director and direct team in the Programs Unit at the Green Municipal Fund (GMF). Key responsibilities include providing comprehensive and efficient administrative support, coordinating services to support internal operations, and providing effective communications to meet the role and demands of the position.

The work at FCM includes FCM becoming an even more member-driven organization that balances the realization of its goals with a people-centered approach. The incumbent embodies FCM’s commitment to being a healthy, diverse, inclusive, and anti-racist organization. As a member of the team, the Assistant, Programs works in a manner that embraces these values, the corporate culture and the passion for FCM’s mandate.

**What you’ll be doing**:

- Key responsibilities include working closely with the Senior Director, Programs to maintain calendars and daily schedules, assess priorities, coordinate and schedule meetings, prepare documents & other relevant information, and prioritize agenda items in line with their priorities.
- Provides administrative support in the daily operations and activities of the unit, which includes assisting with booking meetings as needed and assisting with document preparation for the meetings, file management, note taking, coordinating translation, tracking weekly team updates, coordinating logistics, etc.
- Works closely with the Coordinator, Programs to align on operational tasks, improvement systems and priority items to effectively manage operations within the larger team.
- Prepares, reviews and/or provides feedback for outgoing correspondence and documents, as requested.
- Provides support for weekly team meetings, quarterly and annual team planning retreats (scheduling, booking rooms/venues, taking minutes, maintaining rolling agenda, providing in-person support as needed etc.).
- Responsible for logistics for Senior Director’s special events which may include both an on-site and virtual component (providing in-person support as needed). Examples include teambuilding, annual retreats etc.
- Assists with coordinating travel, meeting, and conference logistics for team staff. Prepares relevant materials and tracks expenditures in relation to travel and meeting logistics.
- Establishes and maintains paper and electronic filing systems for effective record keeping and efficient retrieval of information. Ensures proper disposal of documents that are no longer required in accordance with the FCM records retention policy.
- Coordinates the contract procurement process including tracking, reviewing and signing.
- Verifies, codes, and processes invoices and expense claims. Ensures financial guidelines and any terms of contracts are respected.
- Assists with set-up and tracking of onboarding for new staff.
- Provides back-up support to the GMF Administrative Assistants, specifically within the Programs Unit, as required.
- Supports management with budget entries and tracking of expense claims and other budget items.
- May be called upon to undertake projects or other administrative duties as needed.

**Your skills make us better**:
You bring:
**Education**:

- Post-secondary education in administration, project management or a related discipline.

**Experience**:

- Minimum of three

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