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Job Number:  34852
Administrative Coordinator, Executive Director’s Office
Job Posted: Tuesday, 9 May 2017
Closing Date: Monday, 22 May 2017
(59 days ago)
Federation of Canadian Municipalities
Region: Ottawa area Type: Full time
Location: Ottawa Salary: $50,700 - $63,800

The Federation of Canadian Municipalities (FCM) is the national voice of municipal governments, representing the interests of cities and communities with the federal government.

 

 

Department:                 FCM Programs

Language:                    Bilingual; English and French

 

Background:

FCM Programs aim to enable local governments in Canada and in several countries overseas to provide services to their population that stimulate sustainable community development and wellbeing. To effect that change, we work directly with municipal leaders and stakeholders; we develop and implement change initiatives with them; we create tools and resources to build capacities and mobilize actionable knowledge; and we influence the sector with stories of human and community development. Current areas of programming include social and local economic development, women engagement in municipal affairs, infrastructure asset management, municipal-First Nations cooperation, environmental innovation and climate-related solutions. At the global level, FCM is implementing programs in over 20 countries.

 

Major Purpose:

The Administrative Coordinator provides administrative and organizational support to the FCM Programs Department Executive Director’s Office (EDO) and the Department including planning, implementing and executing a range of administrative, coordination and integration services to support FCM Program operations.

 

Key Responsibilities:

  • Provides administrative and organizational support to the Executive Director’s Office, notably in regards to engagement with the FCM Board of Directors, government and stakeholder relations (e.g. the FCM Innovation Network) and program development;
  • Coordinates the compilation and preparation of documents and logistics for the FCM Programs Department’s engagement with the FCM Board of Directors at Board meetings and at the Annual Conference;
  • Coordinates all EDO travel, meeting and logistics in liaison with external service providers, internal parties, stakeholders; prepares relevant materials; tracks expenditure; and completes expense reports;
  • Participates and provides administrative support in the development of FCM Programs’ annual work planning and budget processes;
  • Provides administrative support in the daily operations and activities led by the EDO department including, but not limited to, supporting Department Management Committee and Executive Director’s Office (EDO) meetings, and serves as a focal point for the coordination and dissemination of key information;
  • Provides administrative and organizational support to the Executive Director, including monitoring and maintaining the calendars and daily schedules, assessing priorities and coordinating and scheduling meetings and information in line with those priorities;
  • Coordinates and processes purchase orders and invoices;
  • Monitors and manages incoming correspondence for the EDO including prioritizing responses in the context of known priorities, responding where appropriate to straightforward requests, redirecting requests (by email, phone or otherwise), and drafts responses and documents for review on behalf of the Executive Director;
  • Establishes and maintains paper and electronic filing systems and procedures for effective and efficient retrieval of information for the EDO;
  • Coordinates with FCM Programs’ Receptionist in sharing of workload, when required;
  • Undertakes various projects assigned by the Executive Director, as required.

Knowledge, Experience and Skills:

  • Post-secondary education in business administration or a related discipline or experience that would be considered equivalent
  • Ten (10) years’ related experience in the provision of business support services, including a minimum of four (4) years’ experience providing support services to senior management and executive levels
  • Strong knowledge of business support processes and tools, administrative management practices and procedures, computer business applications (Microsoft Office Suite), database management systems
  • Ability to work effectively with all levels of management and employees; experience in dealing with external stakeholders at a senior level and excellent client service skills
  • Strong organization and communications skills, and a professional attitude in order to coordinate a variety of variables, action plans, administrative policies, stakeholders and senior level contacts
  • Demonstrated ability to prioritize, multi-task and anticipate needs in a fast paced environment with some tight deadlines/turnaround times.
  • Strong attention to detail and accuracy
  • Ability to work with limited guidance and support structures

Language:

  • The ability to work in both official languages (English and French) is required.

Other:

  • Travel may be required 1-2 times per year

 

The benefits to joining the FCM team include summer hours (Fridays off between July 1st and Labour Day); offices located in the ByWard Market, FCM’s commitment to employee development and a competitive range of employee benefits and services.

 

 

How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
For additional information on this posting, or for further information on FCM, access our website at www.fcm.ca.

Visit the careers section of our website to apply. Deadline for applications is May 22, 2017.

We thank all candidates for their interest; however we will only contact those selected for an interview. All the applications will be kept on file for six months following the hiring.
Contact Details:
Human Resources
Federation of Canadian Municipalities
24 Clarence Street
Ottawa, ON, K1N 5P3
www:   www.fcm.ca


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