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Administrative Coordinator

3 months ago

Ottawa, Ontario, Canada Canadian Telecommunications Association Full time

Permanent Full-Time Position:

Administrative Coordinator
Canadian Telecommunications Association

OVERVIEW

The Canadian Telecommunications Association is committed to enhancing the future of Canadians through improved connectivity. Our membership encompasses service providers, equipment manufacturers, and various organizations within the telecommunications sector. Through our advocacy efforts, research initiatives, and events, we aim to underscore the significance of telecommunications in fostering Canada's economic advancement and social progress.

The Association is in search of a qualified bilingual (English and French) candidate for the role of Administrative Coordinator, a Permanent Full-Time Position with a standard work schedule of approximately 37.5 hours per week, from 9:00am to 5:00pm, Monday to Friday. The selected candidate should be prepared to commence their duties promptly.

The Administrative Coordinator will report directly to the President & CEO and collaborate closely with a small team while also providing support to the executive management team. The primary responsibilities of this role encompass a range of administrative tasks in support of the President and CEO, including managing calendars, preparing monthly expense reports, handling event registrations, organizing travel and meeting arrangements, and screening incoming communications.

The ideal candidate for this position is analytical, proactive, a self-starter, and effective both independently and as part of a team. They should possess strong communication and interpersonal skills, with a keen attention to detail while maintaining a high level of discretion and confidentiality. This role is essential for keeping the executive management team's calendars organized, including scheduling events, rescheduling appointments, and providing daily briefings as necessary. Additionally, this position acts as a liaison between the President, Board of Directors, members of the Executive Committee, and their respective Executive Assistants.

KEY RESPONSIBILITIES

On behalf of the President & CEO:

  • Format all correspondence and presentations for distribution.
  • Generate congratulatory letters for new electoral nominations.
  • Welcome and accommodate guests.
  • Maintain the Board of Directors contact list.
  • Update events and vacation calendars.
  • Maintain federal and provincial contact lists.
  • Prepare guest invitation lists for events.
  • Order necessary publications.
  • Schedule annual meetings between the President & CEO and Member CEOs.

Manage administrative duties related to the governance of the Association's Board and Executive committee meetings, including:

  • Monitoring quorum.
  • Taking meeting minutes.
  • Coordinating meeting venues.
  • Arranging document translations.
  • Distributing meeting materials.
  • Preparing hard-copy materials.
  • Assisting Board and Executive committee members as needed.

Oversee general clerical duties, including:

  • Photocopying, faxing, mailing, scanning, electronic filing, and shredding.
  • Organizing important information and documents.
  • Ensuring proper filing and sign-off on approved minutes.
  • Managing all incoming and outgoing communications.
  • Acting as the gatekeeper for internal and external contacts.
  • Supporting the planning and execution of events.

Database Management:

  • Input information into relevant Association databases and ensure accuracy of profiles.
  • Assist in the ongoing maintenance of the Association's database.
  • Collaborate with the Association's Compliance Coordinator to provide necessary support.

CANDIDATE PROFILE

Qualifications:

  • Degree or diploma in business administration or project management preferred.
  • Experience in business administration, clerical support, or related fields.
  • Fluency in English is mandatory (French is an asset).

Competencies:

  • Demonstrated success in delivering projects.
  • Skilled in adhering to standards and best practices.
  • Ability to maintain focus and attention to detail.
  • Highly organized, results-oriented, with excellent communication skills.
  • Ability to prioritize and manage time effectively.
  • Familiarity with various computer applications and software.
  • Proficient in identifying issues and developing practical solutions.
  • Skilled in preparing and delivering presentations.
  • Effective collaborator with strong relationship-building skills.

Skills & Abilities:

  • Proficient in using Adobe and Microsoft Office programs.
  • Ability to handle sensitive matters with discretion.
  • Ability to thrive in a fast-paced environment.

Work Experience & Education:

  • 3 to 5 years of proven experience in office administration.
  • Post-secondary education is an asset but not essential.
  • Experience in the telecommunications industry is a plus.
  • Experience with government officials is advantageous.
  • Fluently bilingual (English and French) is essential.

WORKING CONDITIONS

  • Hybrid working environment that includes working in the office a minimum of five days over a two-week period with the option to work from home for the remaining days.

Job Type: Full-time

Pay: Competitive salary

Additional pay:

  • Bonus pay

Benefits:

  • Commuter benefits
  • Company events
  • Dental care
  • Disability insurance
  • Employee assistance program
  • Extended health care
  • Life insurance
  • Paid time off
  • Vision care

Schedule:

  • 8 hour shift
  • Monday to Friday

Ability to commute/relocate:

  • Reliable commute or plan to relocate before starting work (required)

Education:

  • AEC / DEP or Skilled Trade Certificate (preferred)

Experience:

  • Administrative: 3 years (preferred)

Language:

  • English (required)
  • French (required)

Work Location: In person