Bilingual Administrative Assistant - Point Edward, Canada - The Federal Bridge Corporation Limited

The Federal Bridge Corporation Limited

Verified Company

Point Edward, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

The Administrative Assistant reports to the Bridge Director, Point Edward Office and is responsible for a variety of administrative support services of a confidential, complex and routine nature, communicating effectively either directly or on behalf of the Bridge Director, as assigned, within the corporation and with external stakeholders, and working in collaboration with other members of the FBCL team in all departments.

Success in this role requires results orientation, the ability to prioritize workflow, discretion and professionalism.

Responsibilities:

FBCL Administrative and Reception Support (40%)

Provide administrative supports as needed including but not limited to minute taking, formatting, scheduling, travel arrangements, business presentations, reports, incoming and outgoing mail, publications and other correspondence.
Communicate verbally or in writing, on behalf of the Bridge Director, with internal and external stakeholders.
Coordinate and track workflows, projects, and action items/decisions, to ensure that paperwork and followup is timely and complete.
Primary responsibility for triaging reception area requests by taking independent action to determine the course of action, with appropriate delegation and judgment.
Main contact for greeting visitors and couriers, ascertaining the nature of business and directing visitors to the appropriate person.
This position is required to be in the office to support hours the office is open to the public.
This position may be required to work modified hours to cover the administration duties of FBCL.
Other duties within the scope, spirit and purpose of the job.

Office Coordination (10%)

Primary responsibility for maintaining inventory levels of office supplies; initiate purchase orders as necessary.
Schedule the use of conference rooms.
Organize virtual meetings as requested.
Prepare meeting rooms to welcome the Board of Directors members, FBCL Executives, and/or other external stakeholders (coffee, water, catering, etc.).
Primary responsibility to ensure operation of equipment including photocopier, shredder and coordination for repairs.
Primary responsibility to ensure all equipment related to teleconference and videoconference is in proper working order; troubleshoot with IT and resolve issues when needed.
Primary responsibility to maintain all meeting rooms and common areas (kitchen/dishwasher) in clean and organized condition.
Track incoming mail and distribute accordingly; prepare outgoing mail, including shipments via Purolator and Quick Messenger.
Maintain uptodate list of keys for all offices and storage cabinets.
Provide coverage of essential administrative functions normally performed by other team members in their absence.

Site Specific Administrative Support (50%)

Provide direct support to the Bridge Director and keep him/her informed of items requiring personal attention.
Primary clerical support to Operations, Maintenance and Project managers, IT, Finance and Human Resources.
Support Finance department via posting Electronic Funds Transfer payments for commercial accounts.
Perform general administrative duties such as proofreading and editing materials in both official languages to ensure quality of language, proper format, accuracy of content, FBCL are reflected, etc.
Responsible for monthly traffic reporting (BTOA, Non-Revenue/No-Funds, Cash and Charge, Traffic toll units).
Provide efficient and effective customer service and prepaid account processes within the toll collection system.
Responsible to recommend, as appropriate, various elements or tools to improve the functional and administrative aspects of the department.
Primary responsibility to coordinate use of Blue Water Bridge conference rooms and call line management.

Essential Qualifications

Knowledge of business administration normally acquired through postsecondary education or a minimum of 3 years as an Administrative Assistant is required.
Demonstrated experience in bilingual administrative writing as well as bilingual text editing and formatting of corporate documentation is required.
Superior verbal and written communications skills in both French and English.
Proficient in computer systems and software such as MS Office suite is required.
Demonstrated ability to generate and manipulate reports using report software.
Demonstrated ability to work with information management systems like GC Docs.
Demonstrated expert level competence using computer systems and software such as word processing, spreadsheets and presentation software.
Ability to work with mínimal supervision with demonstrated decision making and problem solving skills is required.
Ability to multitask and manage a diverse mix of issues, responsibilities and challenges is required.
Ability to work in a team environment, while developing supportive and productive working relationships is required.
Ability to handle inquiries,