Project Assistant

Job summary

The Project Assistant supports the Local Immigration Partnership by managing communications, maintaining project webpages, and assisting with social media presence. They also provide administrative support for budget reconciliation, invoice coding, and stakeholder meeting coordination.

Job details

Job Status: Temporary Part-Time Union: Non-Union Number of Positions: 1 Hours of Work: 17.5 hours Location: 92 Churchill, Chatham ON Reason for Vacancy: Replacement Closing Date: September 23, 11:59pm EST. Applications received after this deadline will not be accepted. The Municipality of Chatham-Kent has an opening for a temporary part-time Project Assistant in the Community Culture and Connection division. This temporary part-time opportunity is for a period up to March 31, 2027. Job description The Project Assistant, LIP, works alongside the Coordinator, LIP, as part of the municipal Community Attraction and Promotion team to actively engage the community and key stakeholders on issues related to immigration and immigrant settlement. The Local Immigration Partnership project is funded by Immigration, Refugees and Citizenship Canada through a Contribution Agreement with the Municipality of Chatham-Kent. Essential responsibilities * Demonstrate Chatham-Kent’s core values and competencies. * Assist with the completion of activities related to the objectives of the project and the funder’s contribution agreement, which include: * Create communications such as a monthly newsletter and grow subscriber list; maintain project webpages on Municipal portal; assist with project Social Media presence; supporting the marketing and promotion of LIP activities and materials; preparing for stakeholder meetings and producing resultant minutes; and updating and maintaining partnership contact lists. * Provide administrative support for the preparation of quarterly and annual reconciliation of project budget vs financial claims and cash flow updates for the funding agency. Receive and code invoices, purchase orders, account receivables and payroll related documents. * Foster relationship building between the CK LIP Partnership Council, stakeholders and other organizations to advance diversity, equity, inclusion and justice (DEIJ), gender-based analysis plus (GBA+) & Truth and Reconciliation. Track changes and updates from Immigration, Refugees and Citizenship Canada and policy makers to provide accurate and ongoing information to stakeholders to ensure the community is prepared to support and integrate diverse populations on ad-hoc bases. This may require preparing presentations and providing updates at partnership meetings. * Enhanced awareness of the LIP in Chatham-Kent through supporting outreach and collaboration and being present at community events. * Engagement of a diversity of members involved in the settlement and integration of immigrants. * Increased capacity to support the integration of immigrants. * Act as an ambassador for Chatham-Kent. * Other duties as assigned. Essential qualifications * College diploma or university degree preferably in an office administration, social science, or project management or related program, with six (6) months to two (2) years of related experience. * Experience related to immigration and supporting the preparation of strategy and implementation plans, including local settlement strategies and community vision setting. * Experience in marketing and promotion (i.e. producing promotional materials, writing reports and media releases) required and with social media platforms. * Experience with setting up meetings including sending out/tracking invitations; booking rooms/facilities; preparing agendas/correspondence; recording and transcribing minutes. * Experience working with stakeholders and community groups. * Experience with general office duties (reception, researching information, customer service, multi-tasking) * Budget experience. * Knowledge of basic accounting/accounts payable & receivable processes, including working knowledge of JD Edwards (or another similar financial program). * Strong interpersonal and communication skills, written and verbal. * Excellent time management and organizational skills. * Strong computer skills, specifically Microsoft Office (Word, Excel, PowerPoint, Outlook) (or similar software program). Work environment/hours of work * This position works weekday hours as well as occasional evenings and weekends. Driver’s licence/vehicle requirements Because this position would be required to travel, a valid Province of Ontario driver's license with a reliable motor vehicle is necessary. Background check requirements Successful candidates will be required to complete a background check prior to commencement of employment. A background check may include the following: education/certification verification and employment reference check. Essential physical and/or safety requirements * Sitting: constant sitting in a chair (desk-based position with occasional travel to off-site meetings). * Hands: constant fine finger dexterity (movement), mousing (operating a computer, mouse, calculator). Benefits This temporary part-time position has an hourly wage of $29.969 to $32.571 and will receive 15% in lieu of benefits (which includes group benefits, statutory & non-statutory holidays, and non-enrolment in OMERS) and 4% vacation pay. Where a permanent employee is receiving benefits and is the successful candidate for a temporary vacancy, benefits will remain as per the policy manual. ________ The Municipality of Chatham-Kent is an equal opportunity employer, committed to fair and accessible employment practices that attract and retain talented employees in a workplace that is inclusive, supportive, and reflective of the diverse community we serve. The Municipality does not use artificial intelligence or automated decision‑making tools in its recruitment or selection processes; all hiring decisions are made by people. Should you require accommodations during the recruitment process, please contact Human Resources & Organizational Development (HROD) at 519-360-1998. Applicant information is collected under the authority of the Municipal Freedom of Information and Privacy legislation and will be used strictly for the purpose of candidate selection.

What you’ll do

The Project Assistant supports the Local Immigration Partnership by managing communications, maintaining project webpages, and assisting with social media presence. They also provide administrative support for budget reconciliation, invoice coding, and stakeholder meeting coordination.

Requirements

Candidates must possess a college diploma or university degree in office administration, social science, or project management, along with six months to two years of related experience. Proficiency in Microsoft Office and experience with financial processes and stakeholder engagement are required.

Benefits

• 15% in lieu of benefits • 4% vacation pay

Listed skills

• Time management · Preferred
• Customer service · Preferred
• interpersonal skills · Preferred
• Accounts receivable · Preferred
• Office Administration · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred
• Communication Skills · Preferred
• Project management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Office administration
• Project management
• Marketing
• Social media management
• Budget reconciliation
• Accounts payable
• Accounts receivable
• Customer service
• Stakeholder engagement
• Microsoft Office
• Time management
• Organizational skills
• Communication skills
• Interpersonal skills
• Research
• Data entry
• Report Writing
• Promotional Materials
• Calculators
• Administrative Support
• Office Administration
• Stakeholder Communications
• Organizational Skills
• Newsletters
• Valid Driver's License
• Microsoft Word
• Microsoft Excel
• Accounts Payable
• Accounts Receivable
• Accounting
• Artificial Intelligence
• Automation
• Reconciliation
• Customer Service
• Communication
• Computer Literacy
• Settlement
• Invoicing
• Legislation
• Project Management
• Microsoft Outlook
• Multitasking
• Office Procedures
• Organizational Development
• Microsoft PowerPoint
• Presentations
• Relationship Building
• Social Media
• Social Sciences
• Time Management

Job areas

• Administrative
• Government & Public Sector
• Social Services
• Marketing
• Project Assistant
• Administrative Clerk / Coordinator
• General Office Clerks
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive