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Scheduling Assistant

2 weeks ago

Gatineau, Canada Native Women's Association of Canada Full time

**Reports to**: CEO

**Hourly Pay Range**: $50,000-$60,000

**Term**: Permanent, Full-Time

**Closing Date**: Open until filled

**Location**: On-site in Gatineau, QC

**Summary**

The Scheduling Assistant works under the authority of the CEO or her delegate. The day-to-day responsibilities include managing schedules and meetings, answering phones, some administrative and clerical services to the Native Women’s Association of Canada.

The Scheduling Assistant is also responsible for building and maintaining good working relationships with other staff members.

**General duties**
- Responsible for organizing and maintaining the CEO’s schedule; including teleconference;
- Prepare coffee, tea, water for external client meeting;
- Meeting and greeting clients when they arrive to meet with CEO;
- Screen all incoming information including telephone calls and correspondence;
- Tracking the office expenses and costs;
- Engage with the Travel Coordinator to arrange travel accommodations for the CEO when required;
- Open, sort and distribute incoming correspondence;
- Assist with outgoing briefs, memoranda, submissions and reports;
- Draft and review outgoing correspondence in accordance with instructions provided;
- Provide administrative support and resolve administrative problems and inquiries;
- Assist with technical support providers and computer support;
- Liaise with internal departments and with other organizations and associations on behalf of the CEO;
- Draft and review outgoing correspondence in accordance with instructions provided;
- General clerical duties including photocopying, fax and mail;
- Research, prioritize and follow up on incoming issues on incoming issues and concerns, including those of a sensitive or confidential nature and determine appropriate course of action, referral or response.
- Keep the CEO well-informed of upcoming commitments and responsibilities; following-up appropriately;
- Assist the CEO with routine administrative details, including: review of incoming correspondence; compilation of reports; sending meeting invitations, preparing of presentations; preparation of expense reports; and completion of scheduling and monitoring;
- Other related duties as required from time to time.

**KNOWLEDGE, SKILLS AND ABILITIES**

**Knowledge**

The employee must have proficient knowledge in the following areas:

- Post-secondary level education, preferably a two year-year diploma in Office Administration;
- Five (5) years of related administrative experience;
- Experience in a Minister’s office or legal office would be a strong asset;
- Full comprehension, knowledge and experience with Microsoft Office;
- Experience with NGO’s, organizations, interested groups and government or non-government agencies;
**Skills**
The employee must demonstrate the following skills:

- Ability to multitask when required;
- Communications skills - written and verbal;
- Planning, organizing, and prioritizing;
- Problem solving and assessments;
- Information gathering and monitoring;
- Attention to detail and accuracy;
- Customer service orientation; and
- Team work

**Personal Attributes**
The employee must maintain strict confidentiality in performing the duties of the Scheduling Assistant. The employee must also demonstrate the following personal attributes:

- Time management and punctuality;
- Approachable, articulate and determined;
- Self-Starting/Initiative Taker;
- Personal accountability;
- Reliable and dependable;
- Independent;
- Resilient, proactive and positive;
- Honest, sincere, considerate and truthful.

**WORKING CONDITIONS**

NWAC strives to be an employer that properly resources and supports all employees with a conviction to place the employee’s health and happiness along with her family first. To that end NWAC, endeavors to provide a clean, safe and secure workplace with various support mechanisms and operational flexibility. The following list specific assumptions about the working conditions:

- The Employee must be flexible in working overtime or afterhours.
- The work schedule may vary between 7 am to 6 pm.
- Employees will multi-task with possible interruptions from colleagues and management

**_Preference will be given to First Nations, Metis, Inuit and women and gender diverse of Indigenous ancestry, please self-identify. _**

**_Interviews will be held by teleconference._**

**_We thank all applicants for their interest in this opportunity. Only those selected for an interview will be contacted._**

**_Accommodations will be provided at all stages of the hiring process. We ask applicants to make their needs known in advance._**

**Job Types**: Full-time, Permanent

**Salary**: $50,000.00-$60,000.00 per year

**Benefits**:

- Company pension
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care

Schedule:

- 8 hour shift
- Monday to Friday

Ability to commute/relocate:

- Gatineau, QC J8X 2K1: reliably commut