Administrative Support Agent

Cégep Heritage College is located in Gatineau, Québec, next to the National Capital Region’s Gatineau Park. It is the region’s only public, tuition-free, English-language college, offering innovative and personalized instruction across 19 Career, Pre-University and Continuing Education programs in its modern, state-of-the-art facilities. Cégep Heritage College is a vibrant multicultural institution with dedicated staff serving more than 1,200 students. It delivers educational programming that fosters extraordinary student-teacher interaction, student leadership and entrepreneurship, intercultural dialogue and engagement, and high-calibre athletics.
- COMPETITION NUMBER- C24-25-DGO-03- POSITION- Administrative Support Agent - Class I (DGO) as of October 21st, 2024 - 3rd posting- DEPARTMENT- Director General’s Office- PREDECESSOR- Qi Zhang- IMMEDIATE SUPERVISOR- Valérie Gamache- TYPE OF HIRING- Temporary full-time as of October 21st, 2024 until June 2025 with possibility of extension.- WORK SCHEDULE- 35 hours per week
Monday to Friday
8:30 a.m. to 4:30 p.m.- WORK LOCATION- 325, boul. de la Cité-des-Jeunes, Gatineau (Québec) J8Y 6T3- SALARY RANGE
- 24.36$ - 27.34$- ROLE SUMMARY
- The principal and customary work of the employee in this employment class consists of receiving and forwarding telephone calls, following up on inquiries and performing a variety of administrative functions of a relatively complex nature according to established methods and procedures and clerical functions related to activities in his/her area.- DUTIES
- The Administrative Support Agent is required to work in the following areas:
**Corporate Affairs “Board of Governors”**
**_Board Meetings_**
- Select, order and arrange pre-meeting dinner catering in collaboration with the Secretary General.
- Prepare Board meeting packages (Consent and Regular Agenda)

**_Help organize the Annual Board Recognition Event._**

**Corporate Affairs “Executive Committee”**
**_Executive Committee Meetings_**
- Prepare Executive Committee meeting packages.

**Corporate Affairs “Subcommittees”**
**_Subcommittee Meetings_**
- Prepare Subcommittee meeting packages.

**Corporate Affairs “General Governance”**
**_Administrative Documents_**
- Update Administrative Document Review Tracker upon Board approval (Bylaws and Policies) and Senior Management approval (Procedures and Guidelines).
- Prepare administrative documents for review cycle.

**_MS Teams Sites_**
- Update Board, Executive Committee and Subcommittee sites as requested by the Secretary General

**_Translation Requests_**
- Upon the Secretary General’s direction, send documents for translation.

**Corporate Affairs “Records Management”**
**_Board, Executive Committee and Subcommittee Minutes and Resolutions_**
- Prior to meeting, put minutes into final format
- After meeting, put resolutions into final format
- After approval/signatures
- Provide hard copy of signed minutes to Secretary General for files.
- Upload Board minutes.
- Provide final resolutions to Secretary General for CollecteInfo report (Board only) and files (all).
- Provide electronic copy of resolutions to appropriate stakeholders.

**BOG Orientation and Training**
- Propose dates for orientation or training sessions in collaboration with Secretary General.
- Send meeting invite on behalf of the Secretary General.
- Assist with Power Point presentations modifications.

**Corporate Services Marketing and Communications**
**_Inventory_**
- Tag all Marketing & Communication assets.
- Track inventory used in Inventory Tracker (to be converted into Clara).

**Committee/Activities/Events/ECAs**
**_Corporate Affairs_**
- Meeting materials preparation, logistics, and support.
- Organize and collaborate with Secretary General.

Perform any other related duties.- MINIMUM QUALIFICATIONS REQUIRED
- Must have a secondary school diploma (DES) in an appropriate specialty, or a diploma or attestation recognized as equivalent by the competent authority.
- Must have at least one (1) year of pertinent experience.
- Must possess basic communications skills in English and in French (oral, written and comprehension).
- Experience as a user with Microsoft Office 365 is essential.
- Must have excellent customer service skills and experience.
- ADDITIONAL QUALIFICATIONS
- Must possess excellent communication, organizational and interpersonal skills.
- Must have excellent analytical and problem-solving skills.
- Must be diligent, dynamic, creative and detail oriented.
- Must be able to work independently with mínimal supervision and have the ability to work as part of a team.
- Must be able to work effectively with respect to deadlines and produce accurate results.
- Must be flexible and able to adapt quickly to different situations.
- Must have a strong work ethic and exercise discretion.

You will be able to create an account and upload your résumé and cover letter.
- POSTING DATES- From 2024-10-08 00:00 to 2024-10-14 2