## Administrative Assistant – Ottawa (Reporting to Manager, Communications) ### Summary The Administrative Assistant provides a variety of confidential, complex, and routine administrative support services. The role requires daily presence in the office (8:30 am – 4:30 pm) and occasional modified hours to cover corporate administration duties. The incumbent will communicate on behalf of senior employees with internal and external stakeholders and collaborate with all FBCL departments. --- ## Duties & Responsibilities | Area | % of Time | Key Responsibilities | |------|-----------|-----------------------| | **FBCL Administrative & Reception Support** | 30% | • Take minutes, translate, format documents, schedule meetings, arrange travel, prepare presentations and reports.
• Manage incoming/outgoing mail and correspondence.
• Communicate verbally and in writing with internal & external stakeholders.
• Track workflows, projects, and action items to ensure completion.
• Handle inquiries with professional courtesy and de‑escalation techniques.
• Triage reception area requests, act as primary contact for visitors and couriers. | | **Office Coordination** | 10% | • Maintain office‑supply inventory and generate purchase orders.
• Schedule conference rooms; ensure A/V and training equipment are functional and resolve IT issues.
• Organise virtual meetings.
• Plan logistics for Board, executives, and external stakeholder meetings (catering, refreshments, etc.).
• Oversee operation and repair of office equipment (photocopiers, shredders).
• Keep meeting rooms and common areas clean and organized.
• Manage visitor access cards, parking passes, and key logs.
• Provide coverage for essential admin functions when team members are absent. | | **Site‑Specific Administrative Support** | 25% | • Coordinate and record Board of Directors and Committee activities, events, and field visits (in partnership with Senior Advisor, Corporate Planning & Governance Administration and Corporate Secretary).
• Maintain up‑to‑date document repositories for Board and Committees.
• Serve as primary contact for departments hosting events or training sessions in the Ottawa office.
• Keep internal and external contact directories (e.g., GEDS) current.
• Assist Information Management with tracking systems and corporate records per policy.
• Escalate pertinent information and urgent items to senior management as needed. | | **Corporate Standards & Translation Liaison** | 25% | • Act as primary liaison for external translation processes (manage timelines, vendor communication, request tracking, and formatting verification).
• Post internal articles on SharePoint and update FBCL TV content per Manager, Communications direction.
• Ensure compliance with corporate and administrative template standards; proofread and format submissions and policies.
• Proofread Board submissions for grammar, terminology consistency, and proper formatting. | | **Human Resources Support** | 10% | • Maintain French‑language electronic HR systems and personnel records.
• Support French‑language needs of HR projects.
• Provide French‑language communication, documentation, recruitment, and onboarding assistance for the Ottawa office. | | **Other Duties** | – | Perform any other duties within the scope, spirit, and purpose of the job. | --- ## Essential Qualifications - **Education/Experience**: Knowledge of business administration (post‑secondary education) **or** a minimum of 3 years in a bilingual Administrative Assistant role (preferred). - **Bilingual Writing**: Proven experience in bilingual corporate writing, text editing, and formatting (required). - **Technical Skills**: Proficiency with MS Office suite and other computer systems (required). - **Organizational Ability**: Strong ability to manage a proactive workload, provide progress feedback, and work with minimal supervision while fostering productive team relationships. - **Customer Service**: Demonstrated customer‑service and de‑escalation skills; ability to multitask and handle diverse inquiries/complaints professionally. - **Ethics & Discretion**: Strong ethical standards and discretion in handling confidential information. - **Information Management**: Experience with GC Docs or similar systems (asset). - **Meeting & Travel Coordination**: Experience coordinating meetings and travel arrangements (asset). - **Security Clearance**: Ability to obtain and maintain a Reliability security clearance (required). - **Language Requirement**: Bilingual English‑French (CCC level) – ability to demonstrate and maintain bilingual proficiency (required). --- *End of posting.*

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