Administrative Coordinator

Posting Date

24/09/2019

Job Title

Administrative Coordinator

Reporting to

Chief Financial Officer/ Chief Operations Officer

Salary Range

 

Agency

FEDERATION CJA

Job Summary

Reporting to the CFO/COO, the administrative coordinator is responsible to coordinate all administrative and logistical activities pertaining to the operations department for the purpose of supporting and optimizing ongoing agendas and special projects.

Duties

• Prepare and coordinate various office duties, including agenda management, meeting and travel arrangements.
• Coordinate and manage the logistics in the planning and setup of meetings, occasional events or special projects
• Organize, track and update various administrative and financial information (vacation, absences, expense reports, payment requisitions, assigned budgets, etc)
• Draft, review and coordinate French and English documents, including email correspondence, various memos, letters, minutes, briefing materials, documents and reports
• May research, create and compile data to be used for a variety of external and internal purposes
• May act as a secretary to various committees. Drafts notices, agenda, gathers and assembles documents for distribution to members, records minutes, follows-up on action items
• Use sound judgement to determine most appropriate manner to deal with delicate and sensitive situations all while ensuring smooth operations and respect for confidentiality.
• Ensure high level of customer service by responding articulately and in a timely manner to inquiries from multiple organizations, professionals and clients, whenever required
• Upholds processes and procedures in place to ensure seamless and effective operations within the department and recommends improvements when necessary
• Keep CFO/COO abreast of key operational developments and takes appropriate action to ensure proper follow-ups on pending dossiers and issues
• Relieve main reception/switchboard as needed

Education, Knowledge and Skills

• Diploma of College Studies in Office Administration, Office Technology or in a relevant field
• 4 to 7 years of relevant experience, with a minimum of 5 years in a senior administrative support role or office coordination.
• Service-oriented and self-motivated professional with the ability to work with minimum supervision or general guidance and instructions
• Advanced knowledge of Microsoft Office Suite, including a strong knowledge and working experience of Excel
• Exceptional organizational skills with impeccable attention to quality and details
• Excellent interpersonal skills and ability to establish, interact and maintain relationships with co-workers, management, lay leadership
• High level of discretion, diplomacy, integrity and sensitivity to confidentiality
• Fluently bilingual with the ability to compose and edit correspondence, provide, interpret and present detailed information, and deal with complex situations in both official languages.
• Knowledge of the Montreal Jewish Community, an asset.

Application Procedure

Interested candidates may submit their resume to the Human Resources department, by email, to [email protected] before October 18, 2019

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