Administrative Assistant
ArcticNet is a Canadian research network that brings together scientists, engineers, and managers in the natural, human health and social sciences with their partners in Inuit organizations, northern communities, government and industry to help Canadians face the impacts and opportunities of climate and socio-economic change in the Arctic.
JOB SUMMARY
Under the supervision of the Executive Director and the Finance and Administration Manager, the Administrative Assistant is responsible for assisting in the daily operations of the Network. The Administrative Assistant works closely with the Executive Director, the Finance Manager and the Executive Assistant to assist with document preparation, scheduling of meetings, and organizing agendas, etc. The AA also assists the ArcticNet secretariat in various tasks. ArcticNet offers exciting opportunities to evolve professionally in a stimulating and dynamic work environment.
MAIN RESPONSIBILITIES:
- Prepares, organizes, and stores information in digital form
- Proofreads, writes, and formats texts and documents
- Deals with queries on the phone and by email
- Manages agendas and schedules meetings
- Assures meeting planning tasks such as poll to determine date, room blocks, catering, communications and follow up with participants, etc.
- Arranges travel and accommodation
- Arranges post and deliveries
- Enters data for website and databases
- Prints and photocopies
- Orders office supplies
- Liaises with suppliers and contractors
- Liaises with staff in other departments, e.g. finance, HR
- Assists with basic financial transactions (accounts payable, Visa reconciliation, travel expense report processing and invoicing)
- Monitors employee vacation calendar
- Participates in the organization of the annual scientific meetings
- Greets visitors at reception
ESSENTIAL QUALIFICATIONS
- Diploma of college studies (DEC, AEC) in secretariat, office automation administration or equivalent related experience
- Excellent organizational skills
- Excellent knowledge of the MS Office suite notably Excel and Word, and Adobe Acrobat Pro
- Excellent verbal and written English and French
- Fluently bilingual (French and English), written and spoken
- Knowledge of the DropBox environment is an asset
SKILLS
- Strong attention to detail and integrity
- Autonomy and proactivity
- Able to work in a multitasking environment
- Strong adaptability and interpersonal skills
- Be thorough and pay attention to detail
- Able to work well with others
- Excellent verbal communication skills
- Customer service skills
CONTRACT DETAILS AND WORKING CONDITIONS
ArcticNet is located at Université Laval, Québec City, Québec. The workplace is a bilingual environment requiring both English and French verbal and written communication skills. The position needs to be filled in September at a salary ranging from $45,000 to $50,000 (pending experience). The annual contract is renewable and the working schedule is 35 hours/week in hybrid format (3 days in the office). Please note that although our offices are at Université Laval, ArcticNet’s employees are not employees of Université Laval and do not have the same benefits, yet ArcticNet offers competitive benefits with a complete insurance package. The start date would be early September.
DEADLINE: September 30, 2024.
Address a cover letter and your CV in one single PDF file, including the contact information for 3 references to:
Christine Demers at christine.demers@arcticnet.ulaval.ca
Note: only retained candidates will be contacted for an interview.
ArcticNet is committed to equity, diversity, and inclusion within its community and promotes a work environment of mutual respect and inclusion. We welcome and encourage applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities. In accordance with Canada’s immigration requirements, priority will be given to qualified candidates with Canadian citizenship or permanent resident status.