Administrative Coordinator, Executive Secretariat

7 months ago

Ottawa, Canada The Professional Institute of the Public Service of Canada Full time

**Division**: President’s Office

**City**:Ottawa, ON

**Type of position**:Hybrid

**Job Term**: Permanent Full-time (35 hours per week)

**Union/Non**: Excluded

**Competition**: 23-92

The Professional Institute of the Public Service of Canada, a national union representing some 70,000 professionals and scientists throughout Canada, requires a **bilingual Administrative Coordinator** for its National Office in Ottawa.

PIPSC/IPFPC is committed to building an inclusive workplace where diversity of thought - and of people - are recognized, valued, and considered essential to achieving our goals and objectives. We are making concerted efforts to foster a workforce that is representative of our diverse membership. We strive to create a work environment that is welcoming to everyone regardless of their gender, age, religion, race, ethnicity, and nationality, particularly equity deserving groups, such as members of the IBPOC, and 2SLGBTQIA+ communities, people living with disabilities.

**What can I expect to do in this role?**

Under the supervision of the Executive Assistant, the Administrative Coordinator supports the Executive Assistant with meeting logistics, including developing board and committee work plans and calendars, timely preparation and distribution of agendas, notifications, and advance reading material. This position supports the recording secretary with the Institute’s Board of Directors, AGM and diverse committee meetings and prepares and maintains minutes, bylaws, policies, and other public and confidential documents in a timely manner. The Administrative Coordinator communicates all decisions, actions, directives, and important information following Board and committee meetings to the appropriate individuals or stakeholders. They assist with board governance for the development and implementation of effective governance policies and processes.

**Primary responsibilities**:

- Support the Executive Assistant with meeting logistics, including developing board and committee work plans and calendars, timely preparation and distribution of agendas, notifications, and advance reading material.
- Support the recording secretary with the Institute’s Board of Directors, AGM and diverse committee meetings and prepare and maintain minutes, bylaws, policies, and other public and confidential documents in a timely manner.
- Coordinate the implementation of internal procedures/guidelines, resources and tools to assist in achieving strategic goals and objectives established by management.
- Communicate all decisions, actions, directives, and important information following Board and committee meetings to the appropriate individuals or stakeholders.
- Under the supervision of the Executive Assistant, anticipate and follow up on outstanding agenda items, taking action to ensure information is provided in a timely manner.
- Assists with board governance for the development and implementation of effective governance policies and processes.
- Build and maintain effective peer relationships within corporate governance and stay up-to-date on current trends and best practices to provide recommendations when appropriate.
- Update and maintain information in appropriate systems and databases. Maintain all meeting/election/event related to Board files, records, and reference materials (electronic, hardcopy and archiving).
- Coordinate orientation for new Board members and ongoing education for all board members in understanding their roles and responsibilities.
- Coordinate internal and external correspondence and inquiries relating to the Institute’s Board of Directors and Executive Secretary including confidential and sensitive documentation.
- Receive, sort, and distribute mail and correspondence to the appropriate individuals with priority/timeline notations.
- Process and track invoices and expense claims for payment. Assist in preparing and verifying reports on expenditures.
- Participate in multi-disciplinary teams assigned to special projects and work collaboratively with employees in other sections.
- May be requested to undertake other related duties on a periodic basis.

**Knowledge and Experience Requirements**

**Education**:

- The completion of at least one year post-secondary education
- Three (3) to five (5) years of experience in performing administrative and clerical duties, or an equivalent combination of education and experience

**Language requirement**:

- Fluency in both official languages (French and English) is **required**

**Skills and experience required**:

- Basic knowledge of board of directors governance practices and procedures
- Thorough knowledge of the Institute’s constitution and procedures
- Knowledge of office administration practices and procedures
- Experience in office administration practices and procedures
- Experience coordinating and administering schedules for senior management
- Experience coordinating and preparing travel arrangements
- Experience coordi

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