Departmental Assistant
3 weeks ago
Job Family Business Support
Primary Location Toronto
Position Language Requirement Bilingual (English / French)
Language Skill Level (Reading) B
Language Skill Level (Writing) B
Language Skill Level (Speaking) B
Status of Employment Temporary
Work schedule(s) Full-time
**Work at CBC/Radio-Canada**
- At CBC/Radio-Canada, we create content that informs, entertains and connects Canadians on multiple platforms. Our successes and accomplishments are driven by embodying and upholding values, which include creativity, integrity, inclusiveness and relevance.
- Do you think you have the ability and drive to keep up with this exciting, ever-changing industry? Whether it be in front of the camera, on air, online or behind the scenes, you would be joining a team that thrives on making connections and telling stories that are important to Canadians.
**Your role**
This is a hybrid role.
Radio-Canada Ontario is looking for an enthusiastic Departmental Assistant. This is a six-month contract position based in Toronto and reporting to the Regional Director, Radio-Canada Ontario.
In this role, you will coordinate the steps involved in handling in-house and external service requests, ensure that related procedures and policies are properly followed and perform administrative duties required to run the department.
You will plan, organize, coordinate and monitor all administrative and operational procedures, activities and documentation for the Regional Director’s office.
**Key tasks**:
- Compile data and create tables, presentations, graphics and documents to track issues, projects and priorities as needed.
- Manage all employee onboarding and job change procedures, including coordinating the distribution of cell phones and welcoming employees;
- Prepare HR transactions in accordance with the assignment system;
- Prepare and follow up on contracts with collaborators, including the processing of associated fees, and suppliers;
- Draft and monitor contracts with contributors and vendors.
- Maintain multiple mailing lists.
- Follow up on actions or initiatives for the leadership and supervisory team.
- Schedule group meetings or other departmental events, including with our internal and external partners.
- Index business records by archiving requirements.
- Perform other daily office and administrative duties as needed.
- Be responsible for ordering office supplies for the entire department.
- Participate in and co-ordinate building administration and property management functions.
- Arrange employee schedules based on availability and in accordance with collective agreements and corporate policies where applicable.
- Work directly with confidential and sensitive information.
- Establish and maintain good and effective working relationships within the team and with other departments and outside contacts.
- Present solutions to optimize the administrative activities in which you take part; show initiative and be good at solving problems.
- Support administrative staff as needed.
- All other related tasks.
- Post-secondary education in office administration or related discipline.
- At least three years’ experience working as an administrative or departmental assistant in a fast-paced environment.
- Bilingualism (English and French) essential.
- Knowledge of administrative systems and processes.
- In-depth knowledge of and experience with computer software including, but not limited to, MS Office (Word, Excel and PowerPoint), Google Workspace and Mailchimp.
- Ability to organize and manage a busy, fast-paced office.
- Ability to work well under pressure and deal with multiple priorities and tight deadlines.
- Strong communication and interpersonal skills, tact and diplomacy.
- Discretion to perform all duties with confidentiality.
- Accuracy and attention to detail are essential.
- Ability to work effectively in a team environment.
- Good judgment and ability to work with little supervision.
- Initiative, creativity and strong problem-solving skills.
- Availability and flexibility to work beyond normal office hours if necessary.
**Additional assets**:
- Knowledge of financial/budgeting fundamentals.
- Experience working in a unionized environment.
- Experience in an executive support role.
- Interest in public service.
- Knowledge of CBC/Radio-Canada’s corporate policies (HR, Finance, Business Affairs, etc.) an asset.
- Knowledge of office software like SAP, ScheduALL, Workday, Mailchimp and Livelink.- You are invited to consult and familiarize yourself with our Code of Conduct, which can be found on our corporate website. All employees must adhere to the Code as a condition of employment. We also invite you to take a look at our policy on conflicts of interest. In the event that you become an employee, it will be important to inform us, as quickly as possible, of any situation that, because of your hiring, constitutes or could appear to constitute a conflict of interest.
Job Posting Date Jul 25, 2023, 11:15
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