Bilingual Group Administrative Assistant

Immediate Opening, Ontario
Ottawa Office, Full-Time
11-13-2019
Ottawa
Cela dépend de l’expérience 
Immediate Opening

Bilingual Group Administrative Assistant

Summary of Position

The Administrative Assistant, fluently bilingual in French and English, provides confidential administrative support on corporate matters, business development, and on project related work, maintaining confidentiality, tact and attention to detail and schedules at all times.  The duties shall involve support and coordination of assigned and ad-hoc projects, plus shared responsibility for the front desk.

Key Responsibilities

Project Support and Logistics

  • Support all components of project start-up, including: staffing, development of operational procedures, etc;
  • Manage field team administration (i.e., prepare terms of reference, ads and support the recruitment of project staff, draft contracts and contract amendments);
  • Assist with editing of project documents and reports for quality assurance/quality control as requested by the VP and/or Project Managers;
  • Support the project’s communication strategy to develop client/Canadian audience targeted communications pieces;
  • Maintain up-to-date project and proposal files;
  • Book travel arrangements, providing and researching travel options as well as providing final itineraries;
  • Support the preparation and coordination of visas required for corporate travel;
  • Maintain Group files and archives, both hard copy and electronic, as requested by the project teams and as per corporate standards;
  • Assist Project Managers in ensuring all reports are prepared and submitted to the Client according to the contract and in a timely manner;
  • Pro-active management of weekly reporting process for both active projects as well as the Sales pipeline;
  • Pro-active management of contract renewal process;
  • Assist in the preparation of expressions of interest;
  • Support the production of proposals for projects managed by the group, including the formatting of CV’s and related documents to client specifications as required;

General Administrative Support

  • Provide support to meetings and committees by preparing agenda packages, arranging meeting dates/times/rooms, contacting participants, attending meetings to record minutes, preparing minutes for distribution, and following up as needed on action points;
  • Prepare and distribute correspondence, reports and documents; research and collect relevant information for more complex responses;
  • Conduct routine administrative activities (i.e., expense and time sheet entry, coordinate travel);
  • Be available to provide cross-coverage for other Administrative Assistants and ensure general administrative support;
  • Proofread documents, grammar and syntax in French and English.

Front Desk Support (shared among admin team)

  • Ensure front door is opened by 8:30am and locked at the end of the business day;
  • Program the phone system and voice mail as required and provide training to users;
  • Maintain staff and reception schedule;
  • Maintain office supplies inventory including toner for office equipment (printers, fax, photocopiers) as well as kitchen supplies;
  • Follow the daily, weekly and monthly tasks as required in the reception’s reference manual;
  • Maintain purchase order (PO) logs, matching invoices and packing slips with POs for further processing by the accounting department;

JOB REQUIREMENTS

Education:

  • Bachelor’s degree in a related field.

Minimum Experience:

  • Bilingual – Fluency in French and English, Spanish an asset;
  • Experience in an administrative support role in a fast-paced environment;
  • Demonstrated experience editing and formatting proposals, management of project related contracts, plus document compliance requirements.
  • Experience arranging and booking travel itineraries;
  • Knowledge in preparing Minutes of Meetings and;
  • Experience supporting multiple individuals is a strong asset.

Mandatory Requirements:

The following is a list of factors against which performance will be rated and which are considered key to the position:

  • Attention to detail (accurate, precise, thorough, complete)
  • Volume of work (quantity, speed) 
  • Timeliness (meet deadlines, generally handle duties in an efficient and timely manner)
  • Multi-tasking skills (prioritizing and juggling various tasks effectively)
  • Communication skills (clear oral and written communication)
  • Helpfulness / positive attitude / diplomacy
  • Organizational skills (tidy and efficient workspace and electronic files)
  • Attendance / punctuality / reliability
  • Computer savvy

About us

With more than 34 years’ experience, Cowater International is Canada’s global leader in management consulting services specializing in international development and has managed the implementation of over 800 projects in more than 80 countries around the globe. We work with governments, partner organizations, communities and civil society to design and implement sustainable solutions that generate lasting social, financial and environmental impacts. Our adaptive approach to management has led to our award-winning work and recognition as one of Canada’s Best Managed Companies in 2017 and 2018. Headquartered in Ottawa, Canada, Cowater also has corporate offices in Montreal, Quebec, Paris, France, Pretoria, South Africa, and London, United Kingdom, Nairobi, Kenya in addition to project offices in a wide variety of other locations across Sub-Saharan Africa and Asia.

We thank you for your interest in building a better tomorrow with Cowater.