Title:  Bilingual Administrative Assistant

Short Summary

The Bilingual Administrative Assistant provides administrative and program support to the staff in the Ottawa office and acts as receptionist as well as office coordinator.  The Bilingual Administrative Assistant maintains the office environment in a professional and hospitable manner, providing professional support to all staff while supporting external relationships, and hosting visitors as an ambassador for CLC. 

Job Description

• Coordinates, schedules and organizes meetings and conferences with CLC employees, all levels of government, clients, consultants and other third parties; Sets up boardroom, when required.
• Under the supervision of appropriate CLC staff, provides administrative and secretarial support (e.g., logistics, hospitality) at internal and external meetings with stakeholders, consultants, government, and the public.
• Provides calendar management for Real Estate employees within the Ottawa office, if requested.
• Types and/or formats correspondence, briefings, and presentations, including for Senior Management Team (SMT) Reports and Board Submissions.  
• Supports the preparation of regional and corporate reports, including assisting with the Corporate Plan and assembly of annual budget electronic binders.
• Makes travel and accommodation arrangements for staff and prepares employee reimbursement and personal expense claims, including tracking payments.
• Serves as administrative liaison between Ottawa office and administrative units (accounting, communications, human resources, IT, records, etc.) in other Company offices.
• Assists with various corporate communications and public relations functions.
• Supports Ottawa project activities. Sets up and maintains comprehensive property and contract files.  
• Performs role of Content Management (HPRM) champion and liaison to fulfill the records management function related to Ottawa office files, both digital and paper format.
• Verifies overhead expenses, prepares payment vouchers, balances overhead costs at month end and investigates queries on outstanding invoices.
• Updates information on Executive Dashboard.
• Maintains client list and assists with mailings.
• Assists with property page websites, Dashboard 
• Greets visitors in a helpful, professional and pleasant manner.
• Provides initial responses to routine public inquiries and refers such inquiries to appropriate CLC staff for further response or action.
• Assists in the preparation, presentation, and follow-up for CLC public events.
• Maintains a thorough working knowledge of CLC Policies and Guidelines, procedures, records management, and information systems.   
• Coordinates incoming and outgoing mail, shipping and receiving.
• Maintains regular office supply; purchasing and restocking.
• Coordinates maintenance of office equipment and electronics. 
• Orders CLC stationary and staff business cards, when required.
• Purchasing, restocking of kitchen supply inventory.
• Maintenance of office space for appearance and functionality as well as maintenance of storage area.
• Meeting Management – Coordinates and manages scheduling of meetings, (conference calls, video conferences, in person).  Plan and organize meetings, including logistics for in house catering etc. 
• Onboarding – Prepare new RE hires agenda and assist with onboarding as requested 
• Provides backup support to other Assistants as needed 
• Provides Ottawa  office with IT support and liaise with IT department: monitors staff’s IT needs, assist staff with problem solving, assist IT department with set up in Ottawa  office, etc.
• Act as a liaison, resource, or represents the region on a committee (Wellness, United Way, Social).
• Special projects as assigned by the Senior Director, Real Estate, and other duties and accountabilities, as required. 

Qualifications

• Minimum high school diploma required, with a preference for post-secondary education.
• Minimum of one to three  years of experience in office administration required.
• Experience in client relations, customer service, and basic public relations required.
• Financial training and/or education, an asset.
• Proficiency with the use of standard office software, including Microsoft Word, Excel, Powerpoint and Outlook.
• Bilingualism (English/French) is required.

Working Conditions