Project Assistant, Government Relations

**JOB PURPOSE**

This role supports the Government Relations (GR) team with administrative tasks, research, planning, information management and projects including entering accurate data into the Customer Relationship Management (CRM) system. The GR Project Assistant sets up meetings, captures action items and assists in the creation of briefing notes as well as internal and public presentations. The GR Project Assistant will manage a complex calendar and execute small projects. This role will interface professionally with administrative staff from all levels of government and provide excellent customer service, both internally and externally.

**DUTIES & RESPONSIBILITIES**
- Responsible for the support and coordination function for the department including the arrangement of meetings, webinars, workshops and appointments, preparation of minutes and agendas, composition of routine correspondence, photocopying, scanning and preparation of written materials and the collection and processing of data including supporting tertiary research and briefing notes
- Takes a proactive approach to annual recurring tasks by initiating the tasks, advising the GR Director plus creating and maintaining a tracking system for workflow etc.
- Gathers, researches and assembles information as requested
- Liaises with other departments/divisions and United Way staff as required to obtain information in order to complete tasks
- Responds to enquiries from internal and external sources by providing information based on a knowledge and understanding of standard departmental guidelines, procedures and policies
- Performs timely and accurate data entry for departmental activities, ensuring the CRM system can be relied upon as the primary source for information
- Creates and maintains standard documents, spreadsheets, presentations and databases using a variety of software programs and records both electronically and hard copy in an organized, easily accessible manner
- Performs timely and accurate content management of Government Relations systems, calendars and knowledge hub. including: monitoring and responding to general enquiries; screening and uploading submitted documents; identifying and uploading new relevant documents, resources, news, and events; removing documents, news, events, and links no longer current or relevant; monitoring group discussions to ensure relevance, currency, appropriateness

**General**
- Participates on interdepartmental meetings as required to capture input to GR team agenda/deliverables
- Provides coverage and relief for the reception role as needed
- Performs other duties related to the qualifications and requirements of the job

**QUALIFICATIONS & REQUIREMENTS**

**Education**:

- Two year diploma program, supplemented by business and technology courses

**Experience**:

- Minimum three (3) years’ experience providing high level administrative and tech support
- Experience with researching program information and resources and ability to locate, identify, and summarize relevant materials for newsletters, website, and social media.
- Experience in event planning and coordination
- Experience supporting a team that works remotely or travels will be highly beneficial

**Skills**:

- Intermediate to expert level skill in the use of Microsoft Office, Zoom, GoTo Webinar, and similar programs
- High attention to detail and ability to learn new systems and tools
- Excellent organization and time management skills, including the ability to meet deadlines, are essential
- Ability to develop and maintain positive relationships with individuals internal to United Way and external in government departments, stakeholder groups, etc
- Ability to represent the department and organization in a professional, competent manner
- Ability to take initiative and work within a team
- A sense of curiosity, positive attitude and willingness to learn
- Flexibility and ability to adhere to financial deadlines
- Trustworthy and professional
- Knowledge of government relations and government granting is an asset

**WORKING CONDITIONS**
- Attend program sites, travel for meetings, sometimes to remote communities
- Requires a driver’s license and access to a vehicle
- Some hours outside of business hours to attend meetings and events

**CHARACTERISTICS**

For success at UWBC and in this role, certain demonstrable characteristics will be required:

- A commitment to building healthy, caring and inclusive communities, internally and externally
- Embodying the organization’s core values to be collaborative, compassionate, strategic, responsive, accountable and inspiring
- Ability to navigate ambiguity and comfortably operate in it
- Drive to succeed as an individual and as a team member

**At UWBC, we don’t just accept difference - we celebrate it, we support it, and we thrive on it for the benefit of our employees, programs, donors, and the communities we live and work in. At UWBC, we encourage all applicants regardless of a