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Job Details

Job Number:  40990
Administrative Assistant, Programs Communications
Job Posted: Wednesday, 10 January 2018
Closing Date: Sunday, 21 January 2018
Federation of Canadian Municipalities
Region: Ottawa area Type: Full time
Location: Ottawa Salary: $42,800 - $53,900

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


Position:                    Administrative Assistant, Programs Communications

Department:               Communications and Membership

Classification:           Level 2

Salary Band:              $42,800 - $53,900

Languages:                Bilingualism (English and French) is mandatory



Major Purpose:

Responsible for providing administrative and organizational support to the Programs Communications and Marketing Units, including planning, implementing and executing a range of administrative services which support office operations.

Key Responsibilities:

  • Provides administrative support to the Senior Manager, Programs Communications and Marketing which includes: calendar management, coordinating meetings, meeting preparation, meeting minutes, tracking documents and deadlines, and providing follow up as needed.
  • Completes standard contract templates according to approved Terms of Reference, as needed
  • Coordinates, processes (codes, validates, verifies) and tracks contracts, purchase orders, travel requests, invoices, expense claims and credit card reconciliations. Reviews monthly financial reports and follows-up on any discrepancies.
  • Creates and maintains overall electronic and hard copy filing for the Unit for effective and efficient retrieval of information, which may include database updates.
  • Types, formats and proofreads correspondence and reports, including taking minutes for department and cross-functional team meetings and preparing draft e-mails and letters for internal and external correspondence and mail-outs.
  • Coordinates translation and production of documents, including liaising with external service providers, communicating timelines and following-up as required.
  • Coordinates travel arrangements for team members, and may be required to schedule and organize logistics for external meetings and events (e.g. conferences and workshops) or internal meetings with external participants.
  • Provides back-up support to other Administrative Assistants and to the Receptionist, as required.

Knowledge, Experience and Skills:

  • A minimum of three years’ work experience in the provision of administrative support with a strong focus on organizational coordination and/or customer service.
  • Post-secondary education in the area of office administration, business administration or experience that would be considered equivalent is an asset.
  • Strong knowledge of business support processes and tools, and computer business applications (Microsoft Office suite).
  • Ability to work effectively with all levels of management and employees; experience in dealing with external stakeholders at a senior level, excellent client service skills and professional attitude.
  • Ability to prioritize, multi-task and anticipate needs in a fast-paced environment with some tight deadlines/turnaround times.
  • Excellent problem analysis, assessment and resolution/decision making skills – showing attention to detail.
  • Proven organizational & interpersonal skills.

Language Requirements:

  • The ability to work fluently in French and in English (both written and spoken) is mandatory. 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 January 21, 2018. 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.
  • The benefits to joining the FCM team include summer hours (Fridays off between July 1st and Labour Day); office facilities 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 January 21, 2018.
Contact Details:
Helen McCaskill
Federation of Canadian Municipalities
24 Clarence Street
Ottawa, ON, K1N 5P3

Tel: (613) 907-6233
Fax: (613) 244-1517
www:   www.fcm.ca

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