We are looking for a candidate who is fluent in English and French. This position provides excellent support and administrative services to ensure timely flow of communication, successful meetings and event logistical support to build strong client relationships with internal and external clients and stakeholders.
Core Functions
In collaboration with the Manager, Pan-Canadian Engagement, the Coordinator is responsible for:
Administrative support and coordination
- General administration and coordination to support ongoing communication with the Councils/tables/workgroup/taskforces etc. that Pan-Canadian Engagement manages
- Preparing drafts of Record of Decision and meeting notes
- Arranging and coordinating translation documents.
- Updating and maintaining internal filing system
- Updating and maintaining correct membership lists for Councils, tables, working group, task forces
- Ensuring up to date information pertaining to the ICCS public and members’ only website.
- Providing support in the scheduling of meetings/teleconference as required
- Ensuring timely flow of correspondence as directed by Manager, Pan-Canadian Engagement
- Responding to inquiries from members and their staff daily.
Administration, Coordination and logistical support for event management
- Participates in planning and providing logistical support
- Provides research support related to venues, suppliers and other external stakeholders required.
- Requests and obtains quotes from required event suppliers such as: reception and dinner venues, caterers, charter bus, audio visual, interpretation, print houses, etc. Prepares reports to the Manager based on the proposals received.
- Manages the registration site in both English and French, reviews content and tests registration site.
Assembles E-binders
- Coordinates and tracks jurisdictional Information sharing and scans with multi-tiered deadlines
- Manages registration table for the duration of the meetings
- Provides collaboration (such as Zoom, Teams and many others) channel support as required
- Analyzes data from the meeting evaluations and prepares relevant reports
- Ongoing repositories maintenance of meetings and sub-committees / working groups
- Liaises with the Webmaster on the content and documents when necessary.
Customer Relationship Management
- Manages and maintains the Customer Relationship Management (CRM) on a regular basis.
Other related duties as assigned
Core Competencies
Client Service, Relationship Building, Supports Organizational Learning and Growth, Upholds Integrity and Respect
Position Competencies
Communication, Flexibility, Project Management
Education and Experience
Willingness to learn is a must
A diploma in administration, business or a related field
Two years of experience OR an equivalent combination of education is a plus
Knowledge and Skills
- Ability to communicate effectively
- Event design and planning skills
- Excellent organizational, multi-tasking and attention to detail
- Flexible and results oriented
- Problem Solving
- Proficiency in written and oral communication in English and French
- Proficiency in Microsoft productivity suites
Working Conditions
Work is typically performed in a remote environment. Must be able to travel for meetings and ICCS business as required. Willingness to work overtime and/or working on weekends as required during peak periods or due to business requirements.
Salary range: $55,000 - $70,000
To apply by email: provide a cover letter detailing how you meet the Knowledge and Skills above including your résumé.
info@iccs-isac.org
