The Federal Bridge Corporation Limited (FBCL) is a Crown corporation responsible for overseeing the Canadian federal interests in four international bridge crossings between Canada and the United States. Its mandate is to provide the highest level of stewardship so that the international bridges and associated structures are safe and efficient for users. FBCL owns, manages and operates international bridges and associated structures in Sault Ste. Marie, Point Edward, Lansdowne (Thousand Islands) and Cornwall, Ontario.

Summary

Reporting into the Manager, Communications, the Administrative Assistant (Ottawa) is responsible for a variety of administrative support services of a confidential, complex and routine nature. The incumbent communicates effectively on behalf of senior employees within the corporation and with external stakeholders, working in collaboration with all FBCL departments.

This position is required to be in the office during public hours (8:30 am to 4:30 pm). Additionally, the incumbent may be required to work modified hours to cover corporate administration duties as necessary.

Duties and Responsibilities

FBCL Administrative and Reception Support 30%

• Provides administrative supports as needed including, but not limited to: minute taking, translation, formatting, scheduling, travel arrangements, business presentations, reports, incoming/outgoing mail, and correspondence;
• Communicates verbally or in writing with internal and external stakeholders;
• Coordinates and tracks workflows, projects, and action items to ensure completion;
• Handles inquiries and requests with professional courtesy and de-escalation techniques where required;
• Takes independent action to triage reception area and administrative requests using sound judgment; and,
• Acts as the primary contact for visitors and couriers, directing them to the appropriate personnel.

Office Coordination 10%

• Maintains inventory levels of office supplies and initiates purchase orders as necessary;
• Schedules conference rooms and ensures all A/V and training equipment is functional, proactively resolving issues with IT;
• Organizes virtual meetings as requested;
• Plans logistics for meeting rooms to welcome the Board of Directors, Executives, and external stakeholders (coffee, water, catering, etc.);
• Ensures operation of office equipment (photocopier, shredders) and coordinates repairs;
• Maintains all meeting rooms and common areas in clean and organized condition;
• Manages visitor access cards and parking passes, ensuring up-to-date permissions and key logs; and,
• Provides coverage of essential administrative functions normally performed by other team members in their absence.

Site Specific Administrative Support 25%

• Coordinates and records Board of Directors and Committee activities, events, and field visits in collaboration with the Senior Advisor, Corporate Planning and Governance Administration and the Corporate Secretary;
• Assists in maintaining up-to-date information in document repositories pertaining to the Board and Committees;
• Acts as the main point of contact for departments hosting events or training sessions in the Ottawa office;
• Maintains up-to-date internal and external contact directories (e.g. GEDS);
• Assists Information Management in maintaining tracking systems and corporate records according to policy; and,
• Brings pertinent information and urgent items to the attention of senior management as required.

Corporate Standards and Translation Liaison 25%

• Acts as primary liaison for the external Translation process, managing timelines, vendor communications, tracking requests, and verifying formatting upon receipt;
• Posts internal articles on SharePoint and updates FBCL TV content as directed by the Manager, Communications;
• Ensures adherence to corporate and administrative template standards, including proofreading and formatting of submissions and policies; and,
• Proofreads Board submissions to ensure grammatical accuracy, consistency in terminology, and proper formatting.

Human Resources Support 10%

• Supports the maintenance of French language electronic HR systems and personnel record management;
• Supports French language needs of HR projects; and,
• Supports French language communication, documentation, recruitment, and Ottawa office onboarding.
• Other duties within the scope, spirit and purpose of the job.

Essential Qualifications

• Knowledge of business administration normally acquired through post secondary education or a minimum of 3 years in a bilingual Administrative Assistant role is preferred;
• Demonstrated experience in bilingual corporate writing, text editing and formatting is required;
• Proficiency in computer systems and software such as MS Office suite is required;
• Strong organizational skills with the ability to manage a proactive workload and provide progress feedback is required;
• Ability to work with minimal supervision while developing productive team relationships is required;
• Proven customer service and de-escalation skills, including the ability to multi-task while handling diverse inquiries, requests, and complaints from all stakeholders, both in writing and verbally, with professionalism, courtesy, and a helpful demeanor, is required;
• Strong ethical standards and discretion in handling confidential or privileged information is required;
• Demonstrated ability to work with information management systems like GC Docs is an asset;
• Experience in the coordination of meetings and travel arrangements is an asset;
• Ability to obtain and maintain Reliability security clearance is required; and,
• Ability to demonstrate and maintain bilingual English and French (Bilingual – CCC) levels is required.

We thank all those who apply. FBCL is an Equal Opportunity Employer, which promotes a culture of inclusion and diversity. Accommodations are available throughout the staffing process and can be requested at any time from the assigned human resources representative.