Administrative Assistant

3 weeks ago

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

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 Assistant** in its Corporate Services Section at its National Office for a 12-month term.

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.

**The Position**:
Under the supervision of the Director Corporate Services, the Administrative Assistant provides administrative and clerical support to the Corporate Services section.

Responsibilities also include:

- Receive, sort, and distribute mail and correspondence to the appropriate individual and indicate priorities. Compose, type, format, proofread, and package a variety of documents in various formats. Maintain files, records, and reference material.
- Record and produce minutes of meetings.
- Arrange travel, accommodation, and logistics for meetings in conformity with Institute travel policies as assigned. Input travel and meeting requirements into the Institute’s database for approval.
- Schedule appointments, events, and meetings. Arrange location, time, meeting facilities, and assemble required documentation. Notify participants and send agenda and reminder notices.
- Respond to enquiries from internal and external clients. Convey relevant information to staff, members and external parties, as required.
- Prepare cost comparisons when required. Arrange and obtain approval for the purchase of required goods and services including but not limited to office supplies, affinity program vendors, etc.
- Provide administrative support to Corporate Services Team Leads (Member Services, Operations, and Translation), as required.
- Update and maintain information in appropriate databases.
- Use of CVent tools for meetings management and provide administrative support for Meetings & Events.
- Back up for reception and provide assistance with Conference Center duties (i.e. catering, AV, room set-up, etc.)
- May be required to provide backup for other similar level positions.
- May be requested to undertake other related duties on a periodic basis.

**How do I qualify?**
- Completed secondary school or equivalent.
- Two (2) to three (3) years’ experience in performing secretarial, clerical, and administrative duties, or an equivalent combination of education and experience.
- Fluency in both official languages (French and English) is required.

The Administrative Assistant requires:

- Basic knowledge of labour relations terminology
- Experience in general office practices and procedures
- Data manipulation skills to properly locate data
- Ability to set work priorities
- Ability to take and transcribe minutes of meetings
- Ability to maintain a filing system
- Ability to compose routine correspondence
- Ability to proofread and correct errors
- Computer skills and experience with word processing and communication tools

(Cvent,meeting management is an asset)

**Why work with us? Here are our benefits**:

- 12-month term (35 hours per week)
- Salary Range: $49,632 to $62,041 (G2)
- Group Benefits (Health, Dental)
- Vacation (4 weeks/year) and other generous paid leave

**Applications**:

- We thank all applicants for their interest. Only those selected for an interview will be contacted._
- We are committed to providing an inclusive, psychologically safe, harassment-free, and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of this process, please use the Contact information below to request specialized accommodation. All information received in relation to accommodation will be kept confidential._
- COVID-19: Vaccination remains the most effective tool to reduce the risk of COVID-19. The Institute is committed to ensuring the health and safety of our employees in the workplace, and therefore may require proof of vaccination for all of our employees unless a valid accommodation under legislation exists._
- Until further notice, all interviews will be conducted over video calls._

**Salary**: $49,632.00-$62,041.00 per year

**Benefits**:

- Dental care
- Extended health care

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Ottawa, ON K1G 3J8: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (required)

**Experience**:

- Administrative: 3 years (required)
- Clerical: 3 years (required)

**Language**:

- Bilingual (required)
- French (required)

Work Location: Hybrid remote in Ottawa, ON K1G 3J8

Application deadline: 2023-06-08

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