Bilingual Administrative Committees Coordinator-HYBRID

Bilingual Administrative Committees Coordinator-HYBRID

FULL TIME, Permanent

Location: (Hybrid role – 1 day a week in office) – Toronto

Hours: Mon-Fri - 9am-5pm (37.5 hours/wk.)

Salary:  Up to $79K + Annual Bonus

Company:  Our client is a leader in their industry and values its employees tremendously.  They currently are looking to add a Bilingual Coordinator to their talented team of professionals.

Perks:

• Full Health Benefits (starting day 1)
• Medical
• Dental
• Vision
• Paramedical
• EAP
• Pension
• X-mas week off
• Onsite gym
• Family atmosphere
• Opportunity for advancement

Job Summary:  The successful candidate will demonstrate strong organizational skills with the ability to multi-task and prioritize activities with often competing timelines, be team-oriented yet work independently on assigned areas, take initiative, and have strong problem-solving skills.

• Provide coordination and meeting support to unit staff leads for Council and its three Subcommittees (Audit and Finance, Human Resources, and Selection and Nominating).
• Coordinate training for Committees.
• Assist in the preparation of materials, including collating large meeting packages, coordination of the collection of materials, distribution, and electronic posting of materials.
• Correspond with key partners including responding to general inquiries from Council, committee and roster members in English and French.
• Manage logistical arrangements for in-person and virtual meetings, including travel and hotel reservations as required.
• Act as a recorder and prepare draft minutes, as required.
• Assist in administrative processes related to Council, Committee and Roster appointments.
• Support processing expense claims for Council, committee, and roster members, preparing and submitting on behalf of Council, committee and roster members after each meeting when requested.
• Support the administration of an oath of office upon appointment for all Council, committee and roster members in English and French.
• Maintain Council and committee meeting schedule.
• Assist in a redaction process of decisions including logging, editing ensuring accuracy, arranging translation and distribution for sign off.
• Ensure that work prepared in the Unit for the Council or senior staff is of high quality and is processed according to format in a timely manner.
• Manage unit inquiries both via email and phone, re-direct to appropriate person as needed.
• Draft accurate and in the appropriate format various documents, reports, correspondence, speeches, briefing notes, and memorandums as directed.
• Prepare agendas and arrange accommodation for unit and team meetings.
• Assist in coordination, production, and distribution of materials for consultations and events.
• Conduct environmental scans and research as required.
• Forward appropriate materials for archiving.
• Provide scheduling support to staff as required.
• Oversee monthly attendance as needed.

• Fluently Bilingual (French & English) – Spoken and Written.
• Strong project-management skills.
• Exceptionally detail oriented, with strong organizational skills and the ability to meet critical deadlines.
• Computer skills: Microsoft Office including Outlook, Word, Excel, PowerPoint; Videoconferencing Technology (e.g., Zoom, MS Teams); Meeting Management Software (e.g., eScribe); and File Sharing Technology (e.g. ShareFile).

• 2 years of experience in Administration (ideally in a field such as education, government relations, policy, business and/or public administration).

• Bachelor’s Degree