Intermediate Administrative Assistant

University of Ottawa•Ottawa, ON

6d•CA$59,038 - CA$74,574•Onsite

About The Position

The Faculty of Arts at the University of Ottawa is seeking an Administrative Assistant to provide administrative support to the Director of the Official Languages and Bilingualism Institute. This temporary role, lasting approximately 12 months, is crucial for ensuring smooth office operations and supporting the implementation of activities and projects. The position involves organizing meetings, coordinating correspondence, managing schedules, arranging travel, preparing documents, and coordinating events. The Faculty of Arts is committed to fostering a diverse, equitable, and inclusive environment.

Requirements

Postsecondary education in administration and office technology or an equivalent combination of education and work experience
Minimum two years of demonstrated experience in a similar role
Experience using computer systems and applications such as Windows, word processing software, spreadsheets, databases, the internet and email
Excellent communication, interpersonal and customer service skills
Experience interpreting, explaining and applying regulations
Experience in bilingual administrative writing
Experience producing reports
Ability to produce high quality work under pressure while meeting strict deadlines
Initiative, autonomy and sound judgement
Organizational skills
Bilingualism – English and French (oral and written)

Nice To Haves

Key Competencies at uOttawa: Planning, Initiative, Client Service Orientation, Teamwork and Cooperation

Responsibilities

Greets, informs, and redirects internal and external clients.
Receives and screens correspondence and phone calls for the director, determining relevance and urgency.
Drafts and revises documents and coordinates the translation of administrative correspondence.
Attends management meetings to take notes and minutes.
Prepares presentations, brochures, publications, and other related documents.
Manages the director’s calendar and schedules/confirms meetings.
Coordinates meetings and committee meetings led by the director.
Maintains updated lists of members, prepares and sends meeting invitations and agendas.
Prepares and distributes necessary documents and files, and follows up on decisions.
Coordinates travel arrangements for the director, researches suppliers, and makes reservations.
Assembles documentation and collaborates with other sectors to finalize payments and reimbursements.
Establishes and maintains an effective filing system, maintaining confidentiality and ensuring record availability.
Coordinates document archiving and maintains a reminder system for files requiring follow-up.
Performs analysis and research, compiles data, statistics, and other information to produce reports.
Drafts and updates documents for internal use on procedures, processes, and systems.