Bilingual Administrative Assistant

Posted Tuesday, April 9, 2024 at 4 : 00 AM

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.

The Bilingual Administrative Assistant reports to the Bridge Director, Point Edward Office and is responsible for a variety of administrative support services of a confidential, complex and routine nature, communicating effectively either directly or on behalf of the Bridge Director, as assigned, within the corporation and with external stakeholders, and working in collaboration with other members of the FBCL team in all departments.

Success in this role requires results orientation, the ability to prioritize workflow, discretion and professionalism.

Duties and Responsibilities

FBCL Administrative and Reception Support (40%)

• Provide administrative supports as needed including but not limited to minute taking, formatting, scheduling, travel arrangements, business presentations, reports, incoming and outgoing mail, publications, BWB all staff event coordination and other correspondence.
• Communicate verbally or in writing, on behalf of the Bridge Director, with internal and external stakeholders.
• Coordinate and track workflows, projects, and action items / decisions, to ensure that paperwork and follow-up is timely and complete.
• Primary responsibility for triaging reception area requests by taking independent action to determine the course of action, with appropriate delegation and judgment.
• Main contact for greeting visitors and couriers, ascertaining the nature of business and directing visitors to the appropriate person.
• This position is required to be in the office to support hours the office is open to the public.
• This position may be required to work modified hours to cover the administration duties of FBCL.
• Other duties within the scope, spirit and purpose of the job.

Office Coordination (10%)

• Primary responsibility for maintaining inventory levels of office supplies; initiate purchase orders as necessary.
• Schedule the use of conference rooms.
• Organize virtual meetings as requested.
• Prepare meeting rooms to welcome the Board of Directors members, FBCL Executives, and / or other external stakeholders (coffee, water, catering, etc.).
• Primary responsibility to ensure operation of equipment including photocopier, shredder and coordination for repairs.
• Primary responsibility to ensure all equipment related to teleconference and videoconference is in proper working order;

troubleshoot with IT and resolve issues when needed.

• Primary responsibility to maintain all meeting rooms and common areas (kitchen / dishwasher) in clean and organized condition.
• Track incoming mail and distribute accordingly; prepare outgoing mail, including shipments via Purolator and Quick Messenger.
• Provide coverage of essential administrative functions normally performed by other team members in their absence.

Site Specific Administrative Support (50%)

• Provide direct support to the Bridge Director and keep him / her informed of items requiring personal attention.
• Primary clerical support to Operations, Maintenance and Project managers, IT, Finance and Human Resources.
• Perform general administrative duties such as proofreading and editing materials in both official languages to ensure quality of language, proper format, accuracy of content, FBCL are reflected, etc.
• Responsible for monthly traffic reporting (BTOA, Non-Revenue / No-Funds, Cash and Charge, Traffic toll units).
• Back up to provide efficient and effective customer service and prepaid account processes within the toll collection system.
• Responsible to recommend, as appropriate, various elements or tools to improve the functional and administrative aspects of the department.
• Primary responsibility to coordinate use of Blue Water Bridge conference rooms and call line management.

Essential Qualifications

• Knowledge of business administration normally acquired through postsecondary education or a minimum of 3 years as an Administrative Assistant is required;
• Demonstrated experience in bilingual administrative writing as well as bilingual text editing and formatting of corporate documentation is required;
• Superior verbal and written communications skills in both French and English;
• Proficient in computer systems and software such as MS Office suite is required;
• Demonstrated ability to generate and manipulate reports using report software;
• Demonstrated ability to work with information management systems like GC Docs;
• Demonstrated expert level competence using computer systems and software such as word processing, spreadsheets and presentation software;
• Ability to work with minimal supervision with demonstrated decision making and problem solving skills is required;
• Ability to multi-task and manage a diverse mix of issues, responsibilities and challenges is required;
• Ability to work in a team environment, while developing supportive and productive working relationships is required;
• Ability to handle inquiries, requests and / or complaints from all stakeholders and individuals, both in writing and verbally, with respect, courtesy, and in a helpful manner is required;
• Strong ethical standards and the ability to be discrete in the handling of confidential and privileged information is required;
• Strong organizational skills with an ability to manage and prioritize work load in a proactive manner, providing feedback on progress and priority issues is required;
• Strong customer service communication skills and de-escalation techniques are required;
• Experience in the coordination of meetings and travel arrangements is an asset;
• An overall demeanor that is consistently professional, warm and approachable is required;
• Bilingualism (French and English) is required; and,
• Ability to obtain and maintain security clearance.

This position offers : permanent, full time, pension, benefits, salary increases, paid time off and more.

This position offers : permanent, full time, pension, benefits, salary increases, paid time off and more. We thank all those who apply.

Only those selected for further consideration will be contacted. 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.

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