Position Title: Administrative Assistant - Bilingual

Salary & Benefits: 74K-80K, bilingual allowance, excellent benefits – 100% employer paid, defined benefit pension (50/50 split), 3 weeks vacation, professional development, recreation allowance.

Location: Ottawa, ON

Work Model: hybrid – 3 days / week on site

Additional Notes:

Our client is headquartered in Ottawa with many different regional offices located across Canada. There are well over 100,000 workers located across Canada and in various locations around the globe that are represented by their organization. Their members come from various industries, and they are very active and devoted to the well-being and advancement of its members. They are continuously working to achieve a compassionate and inclusive society free of discrimination. They are now seeking a fluently bilingual Administrator to support their Branch and Regional offices.

As a Bilingual Administrative Assistant, you will play a pivotal role in supporting the Director meet the strategic goals for their region. Your responsibilities will encompass a wide range of administrative services, enabling the operational and strategic goals of the branch. You will coordinate activities, manage communications, and maintain the confidentiality of sensitive information while ensuring efficient office operations.

Key Responsibilities:

Administrative Support:

• Schedule meetings & appointments, via Zoom, to coordinate section meetings.
• Organize and prepare documents for meetings, including minutes and follow-ups.
• Draft, proofread, format, and edit correspondence and presentations for committees.
• Compile and manage survey results and support the Director in communicating results
• Monitor the team’s email, prioritize urgent emails, and distribute them to the appropriate team members.
• Update and maintain databases related to team projects, and contacts
• Coordinate invoice payment and provide administrative support for national certification applications.
• Ensure the security and confidentiality of sensitive membership and internal information.

Event and Meeting Coordination:

• Provide logistical support for meetings and other significant events.
• Coordinate participation for organizational events, including conventions and conferences.
• Arrange travel and accommodation logistics, prepare requisitions for cash advances, and communicate with vendors for event support.
• Support joint team by maintaining member lists and assisting during organizing events.

Financial Administrative Services:

• Handle the financial coding for invoices and expense claims related to the department
• Reconcile invoices, payments, and deposits in line with financial procedures.
• Produce membership data reports and coordinate expense claim processes with the Finance Section.
• Review financial reports for accuracy and collaborate with regional organizers for corrections.
• Compile budget information to support the department’s programs financial planning.

Office Administration and Logistics:

• Assist new staff members with onboarding processes, including access cards and administrative training.
• Coordinate maintenance and repairs for national office equipment.
• Manage national printing services contracts for required materials.
• Maintain inventory levels of national office supplies and coordinate procurement needs.
• Review and suggest improvements for administrative systems, procedures, and templates.

The ideal candidate will have successfully completed post-secondary education in office administration or a relevant field or brings applicable work experience. Candidates should possess a minimum of five (5) years of related experience, demonstrating strong organizational, administrative, meeting coordination, and planning skills. Prior experience working within a unionized environment, along with familiarity with government practices and procedures, is highly desirable. A demonstrated commitment to union and social justice principles will be considered an asset.

The position requires a general knowledge of bookkeeping to perform tasks such as account reconciliations, recording financial transactions, and preparing basic reports. The successful candidate will also have strong computer skills, including proficiency in Microsoft Word, Excel, and PowerPoint, as well as database applications.

Effective written and oral communication skills are necessary in both English and French - including proficiency in spelling and grammar for proofreading, editing, and formatting documents. Strong time management skills are essential to handle multiple tasks, changing priorities, and strict deadlines efficiently. The ability to work independently and collaboratively within a team environment is expected.

This role demands a high degree of confidentiality, self-motivation, initiative, good judgment, adaptability, and problem-solving abilities. Reliability, strong attention to detail, and excellent organizational service skills are critical for success in this position.

What will make you stand out:

• Fluency in English & French – spoken & written
• Ability to manage changing priorities and multiple deadlines
• Adaptability to change, resourceful and a quick learner
• Strong knowledge of financial transactions (reviewing and reconciling invoices/payments)
• Experience with scheduling appointments, coordinating meetings, booking venues, and arranging travel
• Minimum 5 years of experience working in a demanding administrative role

Looking for a New Challenge in 2025?

Join an organization that values development and work/life balance! If you’re ready to take the next step in your career, we want to hear from you!

Must be located in Ottawa to be considered.

Contact us today at mbranker@recruitinginmotion.ca to learn more about this exciting opportunity. Don’t wait—your next career move is just an email away! #RiMCA

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At Recruiting in Motion, we may leverage AI-powered tools in our recruitment process. AI will never reach out to our candidates directly. For personalized assistance or more details on our recruitment process, please contact our hiring team.