Administrative Assistant (13110)

Work Location: FÉDÉRATION DES CENTRES D'ASSISTANCE ET D'ACCOMPAGNEMENT AUX PLAINTES 400-265 rue de la Couronne

Québec (Québec) G1K 6E1 CANADA

Main Functions

• Write, format via Canva, revise, and ensure the linguistic quality of various administrative, informational, and organizational documents, including minutes, meeting reports, reports, memorandums, presentations, guides, information tools for members, and other documents of the Federation;
• Provide the first point of contact with members, partners, and suppliers, by phone and email, analyze their requests, respond appropriately, or direct them to the appropriate person within the team, as needed;
• Offer administrative, logistical, and technological support to members in the context of activities, meetings, training, consultations, and projects coordinated by the Federation;
• Process member reimbursement requests with Power Automate and ensure the required administrative follow-up;
• Manage the general director's schedule by planning meetings, coordinating invitations, making necessary reservations, and following up with participants;
• Update the Federation's organizational calendars (board of directors, general assemblies, committees, training, team meetings, deadlines, holidays, and other activities);
• Support the organization of Federation activities on a logistical level, including the annual congress, general assemblies, training, webinars, working committees, and representation activities;
• Participate in the preparation of documents needed for meetings (invitations, agendas, meeting notebooks, attendance lists, reference documents), distribute them, and follow up on administrative tasks resulting from meetings;
• Prepare and send evaluation surveys after Federation training and events, compile the results, and produce summary tables for the team;
• Coordinate professional travel for the team (transportation, accommodation, registration, reservations, and preparation of necessary documents);
• Order office supplies and maintain inventory;
• Ensure rigorous management of the Federation's electronic files and paper archives according to document classification, confidentiality, and retention requirements;
• Update mailing lists, contact directories, databases, and other administrative tools used by the Federation;
• Collaborate on the continuous improvement of administrative processes and contribute to the smooth daily operation of the Federation;
• Perform any other related tasks.

Requirements

• No certificate, diploma, or degree required;
• Possess 5 or more years of experience in a secretary or administrative assistant position;
• Be proficient in Power Automate;

Working Conditions

• Hourly wage of $36.00;
• 35-hour workweek;
• Full-time permanent position;
• Languages spoken: French or English;
• Expected start date: As soon as possible.

Social Benefits

• Group insurance;
• Registered retirement savings plan;
• Employee assistance program;
• Continuous training;
• 8 mobile leave days;
• 2 weeks of paid holiday leave at Christmas;
• Provided laptop;
• Possibility of hybrid work.

How to Apply

• By email: ndubois@fcaap.ca

Only individuals legally authorized to work in Canada may apply for this position. If you are not currently authorized to work in Canada, the employer will not consider your application.

This employer seeks to promote equity in employment for all candidates, including those who identify with the following groups: Indigenous, Newcomers to Canada, Veterans, Visible minorities, and Youth.

Compensation: $36.00 per hour

Benefits

• Paid leave
• Employee Assistance Program
• Job Location: Hybrid remote work in Québec City, QC G1K 6E1