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Job Details

Job Number:  45076
Job Posted: Friday, 1 June 2018
Closing Date: Saturday, 16 June 2018
(9 days ago)
Federation of Canadian Municipalities
Region: Ottawa area Type: Full time
Location: Ottawa Salary: $51,400 - $64,600

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:                CEO’s Office

Classification:             Level 3

Languages:                  Bilingualism (English and French) is essential



The Federation of Canadian Municipalities (FCM) is the national voice of municipal governments, representing the interests of cities and communities with the federal government. FCM’s Strategic Plan calls upon FCM to work collaboratively to: a) expand national understanding and support of the role local governments play in meeting national objectives; b) shape the national agenda by influencing decision-makers and opinion-leaders to ensure that the interests of municipalities are met or exceeded; c) build capacity and knowledge, thereby encouraging initiative and innovation, which in turn helps local governments rise to the challenges they face; and d) share its knowledge and experience on the world’s stage, so that others may improve the quality of life in their communities.


Major Purpose:

The CEO’s Office (CEO-O) serves as a hub for the organization and guardian of its culture, values and unity, a source of strategic value-added for all departments and inspiration for our vision of stronger cities, stronger communities and a stronger Canada. It bridges strategic and operational considerations to align the work of all departments with the organization’s vision, to ensure sound public policy; strong engagement of members, government, media and stakeholders; effective governance support; member-responsive programming; efficient operations and resource utilization; and strong departmental integration and cohesion. The CEO-O also supports the Management Committee in its role as a leadership team responsible for effective organizational management and modeling the appropriate attitudes and behaviors that will unite us.


Reporting to the Manager, CEO’s Office, the Coordinator provides administration services for the Board of Directors, Executive Committee and the Table Officers. He or she also provides senior administrative support to the Deputy CEO and CEO’s office team. The Coordinator also inputs to continuous improvement of processes related to the Board of Directors


Key Responsibilities:

Corporate Office / Secretarial

  • Manage incoming and outgoing official correspondence to/from the President, and CEO office; take independent action where appropriate in responding to or redirecting requests; provide quality control of outgoing correspondence and documents;
  • Provide support to the Deputy CEO, including scheduling, meeting preparation, booking travel and other administrative tasks;
  • Input and maintain information in database (ClearVantage / CRM) related to status and contact information for Board members, non-Board committee members, and other specific groups (i.e. Big City Mayors Caucus, Governance Working Group), as well as their assignments to committee and/or working group;
  • Update and maintain the legal /official corporate records and documents in the CEO Office Central Archive (Minutes, Audited Financial Statement, Board Book);
  • Ensure accuracy of documents produced, managed or led by the CEO-O
  • Liaise with translators and proofread documents;
  • Coordinate and process expense claims, travel requests, invoices.


  • Act as a primary point of contact for Board members and staff, providing general information or answering questions;
  • Provide support to the President and Table Officers: booking travel and sharing relevant information when representing FCM externally; maintaining calendar of activities; following and maintaining a Table Officers transition task list; scheduling and providing support for meetings and conference calls.
  • Coordinate the process around member applications for Standing Committees; prepare and manage supporting documentation for the application process (forms, committee preferences worksheet); collect/track signed Code of Ethical Conduct;
  • Provide support to the Manager and D-CEO for the preparation of documents, scheduling and communications related to the Governance Working Group;
  • Provide support to the Manager and CEO with communications to/from Provincial and Territorial Associations and FCM’s participation in their annual conferences;
  • Ensure posting of official notices for AGM; bylaws; agenda preparation and posting, etc.

Board Meetings and AGM

  • Provide administrative support and coordination for the National Board of Directors and the Annual General Meeting at the Annual Conference: coordinate the preparation of appropriate documents for the Executive Committee, Board meeting and AGM (agenda package) and take minutes;
  • Prepare agendas and provide support as needed for meetings led by the CEO’s Office (Committee of the Whole presentation, meetings with PTA Executives);
  • Provide support as needed to Chief Elections Officer for FCM’s elections; monitor and track receipt of consent forms, draft resolution and nomination forms;
  • Provide support as needed in the Secretariat and/or with other on-site duties

Executive Committee

  • Schedule meetings and conference calls for the Executive Committee (EC);
  • Prepare agenda and ensure document distribution in advance and/or on-site at Board meetings (e.g. emergency resolutions);
  • Prepare shadow agenda for President and meeting minutes;


Knowledge and Experience:

  • Completion of a college diploma or certificate in office administration or equivalent and a minimum of 5 years administrative experience, 2 of which have been at an executive level;
  • Excellent interpersonal, as well as written and oral communication skills;
  • Exceptional organizational skills, ability to be highly adaptable, prioritize and manage multiple tasks in a dynamic, stressful and productive team environment;
  • Ability to work independently using initiative and judgment;
  • Ability to exercise discretion and professionalism in handling sensitive situations and maintain an appropriate level of confidentiality;
  • Demonstrated ability to effectively interact and communicate with a variety of people at different levels, including senior/executive (internally and externally)
  • Strong writing skills and MS Office experience (Outlook, Word, Excel, PowerPoint);
  • Excellent interpersonal skills and judgment, and a high degree of initiative and versatility;
  • Strong ability to think critically within a political environment is an asset;
  • Experience working with a Board of Directors is considered a strong asset;
  • An understanding of the functions of government in Canada, as well as an understanding of the interests of municipal governments is considered an asset.

Language Requirements:

  • Fluently bilingual; strong oral and written skills in both official languages of Canada is essential.


  • Domestic travel is required at least three times per year in support of Board and Annual Conference activities.




The benefits of 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 June 16, 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.
Contact Details:
Human Resources
Federation of Canadian Municipalities
24 Clarence Street
Ottawa, ON, K1N 5P3
www:   www.fcm.ca

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