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Executive Assistant

Job Summary

Location

Kuujjuaq QC

Posting date

Industries

  • Public administation

Categories

  • Administrative assistant
  • Executive Assistant

Here's your chance to get involved in the region's growth and development!

The Kativik Municipal Housing Bureau (KMHB), responsible for social housing management and operations in the Kativik Region, is looking for a qualified individual to work on its team.

The KMHB is proud to be an equal opportunity employer.

 

This is your opportunity to participate in an important concern of the region. If you are up to the challenge, willing to be actively involved in the improvement of social housing in the region and want to be part of a dynamic and hardworking team, then we want to hear from you!

 

The KMHB is looking for a career oriented individual to become part of our Administration Department.

Executive Assistant - job located in Kuujjuaq

Reporting to the Director General the Executive Assistant is responsible for providing leadership and coordination for the day-to-day operation of the office of the DG.  The EA is responsible for providing confidential administrative assistance to the DG and other executives as necessary ensuring effective and efficient communication between all internal and external contacts. 

What you will be doing: 

  • Provides administrative support to the DG. This includes reviewing all incoming mail with discretion and tact to determine urgency, accuracy and the need for follow up prior to submission to the DG
  • Handles confidential and sensitive material and information with discretion and total confidentiality
  • To ensure business priorities of DG are managed by facilitating and coordinating communication, expectations, meetings and approvals
  • Ensure documents that require signature are correct and all relevant backup is available for review
  • Prepares a wide variety of correspondence in the form of emails, reports, agendas and letters with or without review. Prepares various types of draft correspondence to be sent on behalf of the DG
  • Cooperates with other departments  to complete work/projects as assigned
  • Completes meeting, travel and expense reports for both the DG and the Board members, checks those submitted to DG for approval, ensuring accuracy, coding and appropriate approvals and alignment with applicable KMHB policies
  • Accountable for the management of all details associated with meetings as required
  • Demonstrates sound judgment and knowledge of departmental issues, priorities and internal relationships in order to respond to meeting requests
  • Accountable for all administrative tasks associated with management meetings, including agenda setting, creating and tracking action items, etc. Coordinates all-staff departmental meetings including agenda preparation, budget completion, selection of meeting location and working with staff to ensure all details are managed
  • Communicates regularly with high level external contacts to ensure that all meetings meet their objectives, while ensuring that the needs of DG are met. Coordinate meetings on behalf of other staff including senior managers and external contacts as requested. Responsible for taking and transcribing accurate minutes of internal and external meeting as well as distributing minutes on a timely basis
  •  Prepares reports and presentations, including graphics, compiling required content independently from multiple sources, formatting, reviewing and editing as required
  • Establishes and maintains an effective filing system for efficient document access and retrieval

What we are looking for: 

  • College Diploma in Office Administration, or other related discipline, with eight (8) to ten (10) years experience in a senior administrative role in a medium to large organization.
  • Demonstrated experience managing the office of a senior executive, administrative planning and management, senior executive meeting support and managing confidential and sensitive information and conversations with tact and professionalism
  • Proven ability to work to tight deadlines, managing complex projects, multiple conflicting priorities and stressful situations with confidence. Must be flexible and possess a good tolerance for ambiguity
  • Demonstrated judgment, integrity and decision making abilities
  • Strongly achievement oriented, the successful candidate will be a good organizer and an excellent communicator with the ability to work with and achieve results with all levels of staff and management
  • Very strong writing, speaking, presentation and research skills; Excellent listener
  • Excellent relationship building skills, including the ability to work collaboratively in a team environment
  • Highly skilled in Microsoft Office (Word, Excel, PowerPoint), PeopleSoft and technical/internet skills that can be leveraged for research
  • Bilingual - the incumbent must be fluent in two of the region's three languages (Inuktitut, French and English).

 

If you meet the requirements and are up to the challenge, forward your resume and you must include your basic salary requirement by July 3rd, 2017 to:

Solange T. Cossette
Director of Human Resources & Administrative Services
Kativik Municipal Housing Bureau
P.O. Box 1200 Kuujjuaq, Québec, J0M 1C0
Phone (819) 964-2000  Fax (819) 964-0749
Email: scossette