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Job Details

Job Number:  58236
Administrative Assistant, Programs Communications
Job Posted: Wednesday, 9 October 2019
Closing Date: Wednesday, 23 October 2019
(in 7 days)
Federation of Canadian Municipalities
Region: Ottawa area Type: Full time
Location: Ottawa Salary: (not entered)

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:               Policy and Public Affairs  

Classification:            Level 2

Salary Band:              $44,300 - $55,700

Languages:                Bilingualism (English and French) is an asset



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 Manager, Communications which includes: calendar management, coordinating meetings, meeting preparation, meeting minutes, tracking documents and deadlines, and providing follow up as needed.
  • Coordinates translation and production of documents, including liaising with external service providers, communicating timelines and following-up as required.
  • 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 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.
  • Creates and maintains records in FCM’s Client Relationship Management application.
  • Provides back-up support to other Administrative Assistants and to the Receptionist

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 customer service.
  • Post-secondary education in the area of office administration, business administration or experience that is considered equivalent.
  • 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 considered an asset.



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. 

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 October 23, 2019


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.

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 October 23, 2019
Contact Details
Federation of Canadian Municipalities
24 Clarence Street
Ottawa, ON, K1N 5P3

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