Administrative and Reception Summer Support Specialist

4 days ago

Ottawa, Ontario, Canada Federal Bridge Corp Full time
Job Overview

We are seeking an organized and detail-oriented Administrative and Reception Summer Support Specialist to provide high-quality support to our team. This role is perfect for a student looking to gain valuable experience in administration, communication, and problem-solving.

About the Role

The successful candidate will be responsible for providing reception and administrative support to our team, including greeting visitors, answering phone calls, and responding to emails. Additionally, this role will involve minute-taking, formatting, scheduling, business presentations, reports, mail, publications, and correspondence.

Main Responsibilities
  1. Primary liaison for FBCL's Translation Process and timeframes, which include coordinating ongoing communications between FBCL employees and translators, managing timelines, tracking requests, proofreading, and verifying formatting upon receipt before sending to FBCL employees for distribution;
  2. Ensure adherence to corporate and administrative template standards, which includes proofreading and formatting of submissions and policies before their final approval and distribution;
  3. Maintain up-to-date contact directories both internally and externally;
  4. Support the communications department with updates to the Employee Portal in SharePoint;
  5. Maintain inventory levels of office supplies;
  6. Schedule the use of conference rooms and organize virtual meetings;
  7. Ensure operation of office equipment is in proper working order; troubleshoot with IT and resolve issues when needed;
  8. Maintain meeting rooms and common areas (kitchen/dishwasher);
  9. Process and prepare mail and distribute accordingly;
  10. Maintain parking passes and keys for offices and storage cabinets;
  11. Provide coverage of essential administrative functions normally performed by other team members in their absence.
Requirements
  • Demonstrated experience in bilingual administrative writing as well as bilingual text editing and formatting of corporate documentation is required;
  • Superior verbal and written communications skills in both French and English are necessary;
  • Proficient in computer systems and software such as MS Office suite is required;
  • Ability to work with minimal supervision with demonstrated decision-making and problem-solving skills is required;
  • Ability to multi-task and manage a diverse mix of issues, responsibilities, and challenges is required;
  • Ability to work in a team environment, while developing supportive and productive working relationships is required;
  • Strong ethical standards and the ability to be discrete in the handling of confidential and privileged information is required;
  • Strong organizational skills with an ability to manage and prioritize workload in a proactive manner, providing feedback on progress and priority issues is required;
  • An overall demeanor that is consistently professional, warm, and approachable is required;
  • Ability to obtain and maintain reliability security clearance;
  • Ability to demonstrate and maintain English and French (Bilingual - CCC) levels required.
What We Offer

As an Administrative and Reception Summer Support Specialist, you can expect a competitive salary of approximately $40,000 per year, depending on location. Our company offers a dynamic and inclusive work environment, opportunities for professional growth, and a chance to make a meaningful impact in our organization.

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