Description
ROLE SUMMARY:
The principal and customary work of the employee in this employment class consists of receiving and forwarding telephone calls, following up on inquiries and performing a variety of administrative functions of a relatively complex nature according to established methods and procedures and clerical functions related to activities in his/her area.
DUTIES:
The Administrative Support Agent is required to work in the following areas:
Corporate Affairs “Board of Governors”
Board Meetings
• Select, order and arrange pre-meeting dinner catering in collaboration with the Secretary General.
• Prepare Board meeting packages (Consent and Regular Agenda)
Help organize the Annual Board Recognition Event.
Corporate Affairs “Executive Committee”
Executive Committee Meetings
• Prepare Executive Committee meeting packages.
Corporate Affairs “Subcommittees”
Subcommittee Meetings
• Prepare Subcommittee meeting packages.
Corporate Affairs “General Governance”
Administrative Documents
• Update Administrative Document Review Tracker upon Board approval (Bylaws and Policies) and Senior Management approval (Procedures and Guidelines).
• Prepare administrative documents for review cycle.
MS Teams Sites
• Update Board, Executive Committee and Subcommittee sites as requested by the Secretary General
Translation Requests
• Upon the Secretary General’s direction, send documents for translation.
Corporate Affairs “Records Management”
Board, Executive Committee and Subcommittee Minutes and Resolutions
• Prior to meeting, put minutes into final format
• After meeting, put resolutions into final format
• After approval/signatures
• Provide hard copy of signed minutes to Secretary General for files.
• Upload Board minutes.
• Provide final resolutions to Secretary General for CollecteInfo report (Board only) and files (all).
• Provide electronic copy of resolutions to appropriate stakeholders.
BOG Orientation and Training
• Propose dates for orientation or training sessions in collaboration with Secretary General.
• Send meeting invite on behalf of the Secretary General.
• Assist with Power Point presentations modifications.
Corporate Services Marketing and Communications
Inventory
• Tag all Marketing & Communication assets.
• Track inventory used in Inventory Tracker (to be converted into Clara).
Committee/Activities/Events/ECAs
Corporate Affairs
• Meeting materials preparation, logistics, and support.
• Organize and collaborate with Secretary General.
Perform any other related duties.
MINIMUM QUALIFICATIONS REQUIRED:
22.36$ - 25.00$
Read more
The principal and customary work of the employee in this employment class consists of receiving and forwarding telephone calls, following up on inquiries and performing a variety of administrative functions of a relatively complex nature according to established methods and procedures and clerical functions related to activities in his/her area.
DUTIES:
The Administrative Support Agent is required to work in the following areas:
Corporate Affairs “Board of Governors”
Board Meetings
• Select, order and arrange pre-meeting dinner catering in collaboration with the Secretary General.
• Prepare Board meeting packages (Consent and Regular Agenda)
Help organize the Annual Board Recognition Event.
Corporate Affairs “Executive Committee”
Executive Committee Meetings
• Prepare Executive Committee meeting packages.
Corporate Affairs “Subcommittees”
Subcommittee Meetings
• Prepare Subcommittee meeting packages.
Corporate Affairs “General Governance”
Administrative Documents
• Update Administrative Document Review Tracker upon Board approval (Bylaws and Policies) and Senior Management approval (Procedures and Guidelines).
• Prepare administrative documents for review cycle.
MS Teams Sites
• Update Board, Executive Committee and Subcommittee sites as requested by the Secretary General
Translation Requests
• Upon the Secretary General’s direction, send documents for translation.
Corporate Affairs “Records Management”
Board, Executive Committee and Subcommittee Minutes and Resolutions
• Prior to meeting, put minutes into final format
• After meeting, put resolutions into final format
• After approval/signatures
• Provide hard copy of signed minutes to Secretary General for files.
• Upload Board minutes.
• Provide final resolutions to Secretary General for CollecteInfo report (Board only) and files (all).
• Provide electronic copy of resolutions to appropriate stakeholders.
BOG Orientation and Training
• Propose dates for orientation or training sessions in collaboration with Secretary General.
• Send meeting invite on behalf of the Secretary General.
• Assist with Power Point presentations modifications.
Corporate Services Marketing and Communications
Inventory
• Tag all Marketing & Communication assets.
• Track inventory used in Inventory Tracker (to be converted into Clara).
Committee/Activities/Events/ECAs
Corporate Affairs
• Meeting materials preparation, logistics, and support.
• Organize and collaborate with Secretary General.
Perform any other related duties.
MINIMUM QUALIFICATIONS REQUIRED:
- Must have a secondary school diploma (DES) in an appropriate specialty, or a diploma or attestation recognized as equivalent by the competent authority.
- Must have at least one (1) year of pertinent experience.
- Must possess good communications skills in English and in French (oral, written and comprehension).
- Experience as a user with Microsoft Office 365 is essential.
- Must have excellent customer service skills and experience.
- Must possess excellent communication, organizational and interpersonal skills.
- Must have excellent analytical and problem-solving skills.
- Must be diligent, dynamic, creative and detail oriented.
- Must be able to work independently with minimal supervision and have the ability to work as part of a team.
- Must be able to work effectively with respect to deadlines and produce accurate results.
- Must be flexible and able to adapt quickly to different situations.
- Must have a strong work ethic and exercise discretion.
22.36$ - 25.00$
