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Job Details


Job Number:  58359
Administrative Coordinator, Managing Director’s Office
Job Posted: Wednesday, 16 October 2019
Closing Date: Friday, 15 November 2019
(4 days ago)
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 Coordinator, Managing Director’s Office

Department:               FCM Programs

Classification:            Level 3

Salary Band:              $52,400 – $65,900

Languages:                Bilingualism (English & French) is a strong asset

 

FCM Background:

 

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:

 

Reporting to the Strategic Management Partner, the Administrative Coordinator, Managing Director’s Office provides direct administrative and operational assistance to the Managing Director’s Office and provides administrative support to the other units in GMF as needed. Key responsibilities include providing comprehensive and efficient administrative support, coordinating services to support internal operations, and helping with communications, event and materials production to support the Managing Director’s Office

 

Key Responsibilities:

  • Provides administrative assistance, which includes assessing priorities, coordinating and scheduling meetings, preparing documents and other relevant information in line with those priorities, etc.
  • Provides administrative support in the daily operations and activities which includes file management, note taking, booking meetings, coordinating translation, tracking weekly team updates, coordinating logistics, etc.
  • Provides administrative support and advice in the daily operations and activities of the GMF program which includes working with the GMF Administrative Assistants to ensure appropriate integration, cohesion, efficiency and compliance with FCM’s or GMF’s administrative policies and procedures.
  • Provides administrative support and assistance to the Managing Director including monitoring and maintaining calendars and daily schedules, assessing priorities, coordinating and scheduling meetings and preparing documents and other relevant information in line with those priorities.
  • Monitors and manages incoming correspondences (such as mail and email) to the Managing Director’s office which includes ensuring the Managing Director is aware of urgent priorities, responding to straightforward requests as appropriate, redirecting requests to the appropriate department when necessary and drafting responses for the Managing Director.
  • Collects updates from each GMF team and creates and disseminates the “GMF Highlights” monthly email. Provides the GMF updates to the Communications & Marketing team to be included in the FCM Programs “The Weekly” email based on the information provided for the “GMF Highlights”.
  • Prepares, reviews and/or provides feedback for outgoing correspondence and documents, as requested.
  • Provides support for GMF Senior Management Committee Meetings, GMF Quarterly Team Meetings, GMF Annual Retreat (scheduling, booking rooms/venues, taking minutes, maintaining rolling agenda, etc.). This is done in coordination with the Strategic Management Partner.
  • Coordinates all travel, meeting and conference logistics. Prepares relevant materials and tracks expenditures in relation to travel and meeting logistics.
  • Verifies, codes, and processes invoices, Visa statements, and expense claims. Ensures financial guidelines and any terms of contracts are respected.
  • Verifies, codes, processes and reimburses all Petty Cash submissions and quarterly Petty Cash expense claims, ensuring financial guidelines are followed. Receives and cashes Petty Cash cheques ensuring appropriate denominations are available for reimbursement of Petty Cash submissions. Codes and distributes Taxi Chits to the GMF Administrative Assistants for GMF staff use.
  • Coordinates with the other GMF Administrative Assistants the monthly ordering of supplies for GMF. This includes sending a reoccurring monthly calendar invite as a reminder for the order date, verifying the order details, ordering the supplies, receiving and distributing the supplies, approving and processing the invoice.
  • Establishes and maintains paper and electronic filing systems for effective record keeping and efficient retrieval of information. Ensures proper disposal of documents that are no longer required in accordance with the FCM records retention policy.
  • Coordinates set-up and orientation (onboarding) for new staff in the MD’s office.
  • Develop, review and improve administrative systems policies & procedures
  • Researches, develops, reviews and revises administrative policies and procedures to improve cohesion and efficiency of the GMF Administrative Assistants.
  • Provides back-up support to the GMF Administrative Assistants and to the Receptionist, as required.
  • Participates in the recruitment and selection of GMF administrative office staff, as required.
  • Supports management with budget entries and tracking of expense claims and other budget items.
  • May be called upon to undertake projects or other administrative duties as needed.

Knowledge and Experience:

  • Post-secondary education in administration, project management or a related discipline.
  • Minimum of 5 years of experience providing administrative support including at least 2 years of experience providing administrative support to a senior manager or executive.
  • Knowledge of business support processes, tools and administrative management practices and procedures.
  • Proficient in the use of software including Microsoft Office suite and familiarity with a Customer relationship Management (CRM) system is considered an asset.
  • Very strong organizational and interpersonal skills.
  • Strong writing and communication skills.
  • Demonstrated ability to multi-task in a fast-paced environment with conflicting priorities and tight deadlines.
  • Strong attention to detail and accuracy.
  • Ability to work independently with limited oversight and guidance.
  • Fluency (both written and oral) in both official languages.
  • Experience providing guidance or supervision to other employees 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 By Ward 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 30, 2019

 

We thank all candidates for their interest; however we will only contact those selected for an interview. All the applications will be kept in 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 30, 2019
Contact Details
Federation of Canadian Municipalities
24 Clarence Street
Ottawa, ON, K1N 5P3


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