Administrative Assistant

Legal Services and Access to Information

Status

Continuous service, Full time

Location

Montreal, Quebec

Deadline

January 22, 2018

Posting Number

2017/18-27

Description

YOUR ROLE

Under the supervision of the Director, performs all secretarial and administrative support duties for the Department:

  • In this capacity, ensures the smooth running of the office so that the director has quick and easy access to required resources and information
  • Manages the director’s schedule, sets up meetings, makes travel arrangements and appointments. Screens telephone calls before transferring them, maintains harmonious relations with both internal and external officials and provides general information when required
  • Sends the notices provided for in the by-laws, prepares meeting agendas and transcribes the notes for the drafting of Board and sub-committees minutes of meetings
  • Keeps up to date the minute books of the Board and its committees
  • Carries out administrative tasks under the authority of the director to lighten his responsibilities, monitors the administrative budget for the department, tracks files and ensures projects follow-up
  • Is responsible for all administrative coordination tasks for all the department: maintaining and updating the filing system, database, office supplies; preparing expense accounts and cheque requisitions; and performing other related tasks
  • Projects a professional and positive image of the office, staff and Telefilm Canada

 

OTHER COMPETENCIES AND REQUIREMENTS

  • College diploma in secretarial studies or equivalent
  • A minimum of two years of experience in a similar position
  • High level of competency in the use of Office Suite applications (Word, Outlook, Excel and PowerPoint)
  • High level of bilingualism required, both spoken and written, essential at the CBC level
  • Capacity to write letters, memorandums, minutes and reports
  • Professionalism in interpersonal relations, good manners, tact, diplomacy, discretion and discernment, reliable, self-directed, flexible
  • Advanced planning skills with a highly-developed sense of work organization
  • Capacity to adapt to a variety of situations and manage stress effectively
  • Good judgment in establishing priorities and interpreting directives