BILINGUAL ADMINISTRATIVE ASSISTANT

Posting Date:
Jun 22, 2021
Company/Firm:
Canadian Bar Association
Location:
Ottawa

Description

POSITION SUMMARY

Reporting to the Executive Director of Advocacy and under the general supervision of the Staff Lawyers, performs administrative, secretarial and clerical functions relating to the Department and the Committees within the responsibility of the Department.

LOCATION

66 Slater Street, Suite 1200 Ottawa, ON

LANGUAGES

Bilingualism is required (English and French)

ANNUAL SALARY

$58,652

RESPONSIBILITES

  • Transcribes, formats, revises, assembles and circulates submissions, reports, memos, letters, resolutions and other simple and complex documents
  • Organizes teleconferences and meetings
  • Coordinates translation of documents
  • Proofreads documents
  • Liaises with Parliamentary Committee staff and government officials
  • Prepares expense claims
  • Distributes mail and maintains departmental filing system and library
  • Maintains searchable databases of CBA submissions and resolutions
  • Maintains bring-forward (follow-up) system
  • Responds to telephone and written inquiries from CBA members and the general public, according to CBA policy or by referral to appropriate persons
  • Composes routine correspondence
  • Maintains subscription loose-leaf services
  • Updates IMIS records within mandate of department
  • Shows initiative and accepts responsibility in handling departmental requests
  • Works on special projects for Sections, Committees, Subcommittees and Task Forces, to maintain records and databases, collect and synthesize data.
  • Maintains searchable database of national class actions and responds to queries pertaining to the class actions database
  • Makes travel arrangements for meetings, including coordination of flights, hotel accommodations and catering.
  • Maintains budget files for Committees in the department’s mandate
  • Prepares blast emails using html
  • Other related duties as assigned

QUALIFICATIONS

Education

  • Grade 12 (Secondary School) Diploma or equivalent as recognized in the province of Ontario;
  • Graduate of a recognized office administration/secretarial certificate or diploma program

Experience

  • Five years’ secretarial and general office experience, preferably in a legal or voluntary association setting
  • Extensive experience in reformatting documents into existing templates while maintaining accuracy of information
  • Experience in proofreading and editing texts.
  • Experience in maintaining electronic and manual documentation tracking and filing systems

Skills and Abilities

  • Advanced computer skills in latest version of Microsoft Word (such as working with templates, master and sub documents) and in generating electronic filing systems
  • Intermediate skills in latest version of Microsoft Outlook and standard office equipment
  • Excellent knowledge of English and French (oral expression, comprehension, reading and writing)
  • Effective oral and written communications skills, including excellent grammar, spelling and composition skills
  • Excellent organization and time management skills with ability to prioritize and meet firm deadlines
  • Congenial and professional demeanor, with a client-focussed attitude toward assisting stakeholders and the public
  • Ability to work under pressure with multiple interruptions and to manage competing priorities
  • Ability to work independently
  • Ability to work cooperatively with other team members
  • High level of initiative, judgment and adaptability
  • Commitment to continuous learning and quality improvement.
  • Availability for overtime, if necessary.

This Job Description is not meant to be all-inclusive, rather an overall representation of the main Responsibilities, Tasks and Qualifications.

The Canadian Bar Association is committed to providing accommodations for people with disabilities in all areas of the hiring process. If you require an accommodation during the hiring process, please make your needs known in advance. Accommodation requests will be provided on an individual basis.

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Contact Name Susan Landry

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