Public Affairs Coordinator

4 weeks ago

Montreal, Quebec, Canada Paper Excellence Full time

Job Details

Description

Public Affairs Coordinator

Location: Canada

Reports to: VP, Public Affairs - Canada

Overview: As a key member of the Canadian Public Affairs Team at Paper Excellence, this role requires a highly organized and detail-oriented individual to ensure seamless coordination and communication between the team, broader Communications team, and Business Units. The successful candidate will possess excellent time management skills, with the ability to prioritize multiple tasks and maintain a high level of productivity in a fast-paced environment.

Key Responsibilities:

  • Maintenance and monthly reporting for the Canadian and Provincial lobby registries in coordination with the legal team and government lobby registry officials.
  • Coordination of team activities and meetings in Montreal, including off-sites and site visits.
  • Organizing involvement at key external events, ensuring top leaders are briefed and in attendance to position the business for success.
  • Maintenance of a team calendar, calendar entries, and potential schedule conflicts, ensuring identified leadership teams are prepared for scheduled activities.
  • Planning meetings, coordinating schedules of participants, reserving meeting space, sending notices, and ensuring purposes are communicated and attendees are prepared as needed.
  • Maintenance of meeting agendas, minutes, and action item status to completion.
  • Preparation of reports and presentations for various audiences, including executive-level for the department.
  • Processing expense reports for direct reports, allocating correct coding and submitting receipts.
  • Invoice processing for the department, ensuring accurate and timely coding, filing, and tracking in a custom spreadsheet.
  • Maintenance of team budget.

Desired Behaviors/Competencies:

  • Juggling multiple tasks simultaneously with continuous interruptions.
  • Excellent organizational and time management skills with ability to prioritize.
  • Ability to draft, edit, and prepare correspondence, reports, and other materials.
  • Ability to monitor and reconcile budgets and accounting processes.
  • Ability to work independently with minimal supervision.

Required Qualifications/Professional Experience:

  • Minimum of 3-5 years relevant experience; or an equivalent combination of related experience and education.
  • Advanced proficiency with virtual meeting and conferencing tools.
  • Working knowledge in Microsoft Office Suite (Word, PowerPoint, and Excel); experience.
  • Bilingual in English and French is preferred.

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