Administrative Assistant, Communications (Bilingual)

Job Description

Job Description

The College of Naturopaths of Ontario regulates naturopathic doctors in the public interest. Our mandate is to support patients’ rights to receive safe, competent and ethical naturopathic care.

We fulfill our role by establishing requirements to enter the profession, setting standards of practice, ensuring continuing competence, and providing accountability through Complaints and Discipline.

Position Overview

Reporting to the Director, Operations the Administrative Assistant, Communications is responsible for providing on-going support on matters related to College communications and publications, public relations and French translation services.

The role also supports the College with general office administrative duties.

This position involves a variety of activities including, but not limited to, assisting, supporting and monitoring of all College communication channels and platforms, assisting with the coordination of the College’s French Translation Program, acting as the primary contact for French inquiries and providing general administrative duties for the College.

Duties & Responsibilities

The incumbent will be responsible for :

1. General Communications

• Assists with the development, writing and proofreading of communications materials and content for online and offline communications channels, including the website, email marketing program, newsletters, annual report and others, including social media channels used by the College.
• Provides communications support to other departments / teams of the College including production and distribution assistance for email marketing messages / campaigns.
• Monitors media and social media for items of relevance to the College for dissemination to the Senior Management Team.
• Supporting the department budget development process as needed.

2. Publications & Other Assets

• Coordinates production of the annual report, including arranging meetings and gathering data from departments, liaising with graphic designer on production and scheduling, proofreading, and fact-checking copy.
• Coordinates production and scheduling of newsletters, blog, annual report, e-newsletters, direct mailings, e- blasts / newsletters, web pages, brochures, news articles, consultations, media posts, etc.

including gathering content, writing some articles, drafting short-form content, proofreading, managing approvals, distributing via email to Registrants and stakeholders, and posting online.

• Assists with any media relations support as needed such as press releases, media briefings and meetings.
• Maintains editorial calendars in support of regular College events, deadlines and activities, as well as emerging priorities and urgent matters.
• Updating the College Style Guide and Lexicon to reflect current needs, including current grammatical best practices.
• Sources and sizes images and designs / formats presentations and other materials as needed.

3. Monitoring, Measurement and Evaluation

• Provides reports and insights to the Communications team :
• following distribution, bounces and opening rate of all email marketing mailings,
• identifies potential issues and provides follow-up as needed,
• on website performance and analytics; and
• for social media channels with monthly analytics management.
• Monitors social and other media for the College and health regulatory-related news and mentions.
• Monitors and maintains Google alerts for naturopathic, regulatory and other relevant news, including discipline cases of other Colleges.

4. Website & Online Communications

• Provides input to the overall content management strategy and identifies opportunities to improve website user experience and maximize SEO.
• Supports the day-to-day maintenance and ongoing development of the website, including tracking changes and updates, troubleshooting technical issues, light coding and graphics management.
• Assists with website content updates and creates web pages, including uploading content, files, graphics and multi-media.
• Monitors website to ensure consistency with overall branding, accessibility and language requirements, and supports stakeholders who have issues regarding the site.
• Coordinates online activities with other College teams - revising, testing and verifying the accuracy of information, links, and URLs.
• Coordinates translation of (and updating) French materials for the website, working with the College’s translation services supplier.
• Facilitates subscriber requests.
• Maintains website content calendar and coordinates the annual College-wide website review process.
• Coordinates the email marketing program and ensures full integration with data management system to ensure mailings are sent to correct target audiences.
• Webinar management including the scheduling and live production of webinars, managing inbound queries, troubleshooting issues during sessions, video editing and uploading of webinars to streaming platforms.

5. French Translation Program

• Assists with the College’s French translation program, including receiving and tracking submissions from various departments, submitting materials to contracted translation service provider(s), and tracking translation projects against invoices received.
• Assists in the review of translated materials received from contracted translation service provider(s) to ensure accuracy and consistency, including alignment with College voice and brand.
• Provides French language services, including supporting callers and other contacts who require services in French from the College and recording information in French as needed for webinars, phone scripts, etc.
• Translating materials from English to French for immediate, urgent needs.

6. Records Management

• Coordinates and maintains department infrastructure to support effective operations.
• Ensures communications files, resources and lists are maintained accurately, consistently and securely.
• Organizes and maintains image library, including logos and other visual assets, and sourcing images as required
• Reviews and assists with the updating of communication policies, procedures and standards.
• Verifies data is accurate and complete.

7. General Office Administration

• Greets and directs guests and accepts deliveries.
• Answers phone calls and faxes and directs inbound communications to appropriate staff or takes messages.
• Performs daily mail collection and prepares mail / packages for mail out.
• Maintains the office directory.
• Monitors and triages incoming messages to the
• Coordinates event-type logistics and stocks supplies for meetings.
• Prepares and distributes correspondence, reports and documents quickly and accurately, including copying, mailing, scanning, e-mailing and retaining materials.
• Orders and maintains office inventory supplies.
• Assists with the scheduling and assignment of workspaces.
• Assists in the maintenance of office equipment and IT inventory.
• Coordinates office maintenance activities with the Landlord’s representative as needed.

8. Other duties

Performs other duties as assigned

Qualifications

The Administrative Assistant, Communication will be extremely reliable with the commitment to take pride in, and ownership of, all projects and initiatives.

They must ensure that all work is high quality and is completed on deadline.

Education

Post-Secondary education in Communications, Public Relations, Digital Media, Journalism, or equivalent work experience.

Skills and Experience

The following are the minimum level of skills and experience of the incumbent :

• Minimum one year relevant experience;
• Demonstrated fluency in English and French;
• Superior organizational skills handling multiple priorities and deadlines;
• High accuracy in all work, including a keen eye for detail and superior proofreading skills;
• Excellent written, verbal and interpersonal communication skills;
• Demonstrated online experience;
• Familiarity with Adobe Suite including Adobe Creative Cloud and proficiency with Microsoft Office Suite;
• Experience with Content Management Systems, html coding, and Google Analytics including Canva and Stripo; and
• Experience writing communications materials.

Personal Attributes

The College’s environment is best suited for individuals with the following attributes :

• Ability to work as part of a team but is respectful of the decision-making processes and legal responsibilities of the College;
• Excellent judgement, tact and diplomacy;
• Integrity, ability to be proactive, innovative and solutions-oriented;
• Strong sense of accountability and initiative;
• A team player with excellent multi-tasking skills who thrives in a busy environment;
• Ability to adapt to new systems and processes quickly and effectively;
• High level of discretion, confidentiality and reliability is essential;
• Ability to maintain personal composure during times of stress; and
• Flexible with a positive demeanor.

Terms and Working Conditions

The following terms and working conditions apply to this position :

• This is a full-time on-site permanent position with the College;
• The position is based on a 35-hour work week, Monday to Friday;
• Salary will be based on the experience, skills and qualifications of the incumbent within a range of $52,297 - $63,918 per year.

Benefits

College employees enjoy a competitive group benefits plan (life insurance, LTD, health, dental and paramedical services) and employees are registered in the College’s Registered Retirement Savings Plan (RRSP) program where the College makes a contribution on the employee’s behalf.

The College will also provide opportunities for professional development.

Application Process and Deadline

Cover letters and resumes can be e-mailed to and must be received by November 26, 2024. Please include Administrative Assistant, Communications in the subject line of your e-mail.

Only those applicants who are selected for an interview will be contacted by the College following the job posting close date.

The College requests that no telephone inquiries be made.

Company Description

The College of Naturopaths of Ontario regulates naturopathic doctors in the interest of the public. Our mandate is to support patients’ rights to receive safe, competent and ethical naturopathic care.

We fulfill role by establishing requirements to enter the profession, setting standards of practice, ensuring continuing competence, and providing accountability through Complaints and Discipline.

Company Description

The College of Naturopaths of Ontario regulates naturopathic doctors in the interest of the public. Our mandate is to support patients’ rights to receive safe, competent and ethical naturopathic care.

We fulfill role by establishing requirements to enter the profession, setting standards of practice, ensuring continuing competence, and providing accountability through Complaints and Discipline.