Bilingual Executive Assistant

3 weeks ago

Ottawa, Canada Randstad Canada Full time
Bilingual Executive Assistant

6 months contract
Kanata area
40 hours a week : Monday to Friday ; 8.30 to 4.30 with one day from home
22 to 24$/h
Parking Included
Career growth opportunities

Our client is looking for a bilingual professional and hard working experienced Executive Assistant.

Having a car is necessary for this role

Advantages
6 months contract
Kanata area
40 hours a week : Monday to Friday ; 8.30 to 4.30 with one day from home
22 to 24$/h
Parking Included
Career growth opportunities

Responsibilities
Provide administrative support to Executive Director :

- Provide senior-level administrative support to the Executive Director, including coordinating calendar management and meeting preparation;
- Compose and edit written materials and provide administrative/clerical tasks such as filtering mail, creating & maintaining filing system, faxing, copying, preparing meeting materials & packages, etc. and handling confidential materials as appropriate;
- Liaison between Staff, Board Members and with external clients in order to gather and integrate information;
- Obtain background/briefing materials for meetings;
- Coordinate, track and ensure deadlines are respected.
- Provide administrative support to the Board of Directors

Provide all administrative support to the Board;
- Maintain and manage the DirectorPoint.com Board management software and upload all meeting materials and Governance related information;
- Update the Board Orientation Manual yearly and other related Board materials, as needed;
- Ensure submission of Government Services report (Notice of Change Form) each time there is a change on the Board of Directors
- Coordinate monthly Board meetings and committee meetings as scheduled, including preparing and sending the agenda and meeting package, catering, and room & IT set-up;
- Record minutes at each Board/committee meeting, prepare final minutes and send to the members;
- Maintain Board meeting calendar and update the meeting materials binder and virtual shared site, as needed;
- Maintain current Board member contact information;
- Coordinate contact with prospective Board members as part of the nominations process;
- Coordinate the welcoming package and the Board orientation session for new Board Members;
- Coordinate and organize the logistics around Board events, such as the Annual General Meeting (including recording minutes), Board Retreat, Board Staff Breakfast and other Board activities;
- Track the Board Members volunteer hours on a monthly basis and quarterly reporting to the Volunteer Services Coordinator

As directed by the People Services (HR) Manager:
- Maintain Organizational Chart
- Posts job advertisements: in ADP, on website, other identified sites and notifies corporate services for posting on social media
- Collects and manages Documents from New staff for onboarding
- Works with the PSM to ensure compliance of current HR files, annual HR File audit and archiving of files
- Keeps abreast of software functions and proposes ways to utilize functions for the best overall support of the HR databases
- Assists with the upload of data to databases and ensures compliance tracking within the databases
- Responsible for Policy Manual Updates

Qualifications
- Advanced level of administration or Executive Assistant experience;
- Post-Secondary education in Office Administration or a related program or an equivalent combination of experience and education is required
- Human Resources education or experience is an asset
- Experience working in a not-for-profit, community-based health or social service agency;
- Experience in establishing administrative systems.
- Proficient with Microsoft Office Suite
- Strong interpersonal, problem-solving and organizational skills
- Ability to multitask and prioritize around tight deadlines
- Strong communication skills, both written and verbal in English and French

Having a car is necessary for this role

Summary
If this sounds like it could be a fit, please send your resume to zakariya.bekkouche@randstad.ca or lisa.haddow@randstad.ca.

Only qualified candidates will be contacted

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.

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