Job Opportunity

Position:

Administrative Assistant

Working Conditions:

Travel may be required; occasional long hours and some weekends

Reporting to the Member of Parliament, the administrative assistant provides a wide range of executive and administrative support services to the Member and staff. The incumbent works with other members of the team to provide excellent service to the Member’s constituents and to support the Member’s parliamentary work. Operationally speaking, the position is key in helping to advance and facilitate the Member’s main objectives and priorities through outreach, communications, events planning and other strategic activities.

Duties and responsibilities

    • Screens telephone calls, responds to general inquires, directs callers to other areas when appropriate, refers calls to the Member or staff members, and takes comprehensive messages.
    • Manages the Member’s agenda, reviews and discusses commitments, schedules meetings and events and informs the Member of any changes.
    • Keeps the Member’s schedule up-to-date, which includes planning and coordinating meetings, making travel arrangements, scheduling appointments and conferences, and providing specific and pertinent information to the Member on all relevant matters.
    • Provides various administrative and/or business services to the Member and staff to ensure the flow of operations and to help the constituency office achieve its goals and priorities.
    • Helps review expenses to prepare budgets; keeps spreadsheets on expenses and commitments up‑to-date; keeps an eye on parameters and budget limits; ensures the payment of suppliers, the reimbursement of expenses and the reconciliation of accounts; reconciles financial information; produces financial reports; and notifies the Member of any contentious issues.
    • Reviews all correspondence and information notes for the Member’s attention to ensure accuracy and uniformity as well as correct style, format and content. Makes changes to documents as needed.
    • Formats complex documents in both official languages, including presentations, reports, memos, forms and minutes for distribution to internal and external clients.
    • Helps with special projects that aim to improve the effectiveness of the office’s administrative operations.
    • Performs other related duties within the scope of the position.

Knowledge, skills and abilities

    • Knowledge of administrative methods, techniques and practices to make the office’s operations as efficient as possible.
    • Analytical and problem-solving skills.
    • Ability to manage multiple priorities, meet strict deadlines, and work independently to efficiently manage multiple and concurrent projects in a high-stress environment.
    • Strong ability to communicate orally and in writing.
    • Tact, diplomacy, high degree of discretion and skill in building and maintaining work relationships with internal and external clients.
    • Ability to research, analyze and synthesize complex findings within a short time frame.
    • Proficiency with the Microsoft Office suite (Word, Excel, PowerPoint and Outlook).
    • Deep interest in Canadian politics and awareness of current global issues.

Education and experience

    • Experience working in an office setting providing reception or administrative support.
    • Post-secondary education from a recognized institution OR an acceptable combination of education, training and relevant experience.

Contact Information

Jericho Cui

Parliamentary Assistant | Adjointe parlementaire

Tel: 613-995-2021 | Email: Wilson.Miao@parl.gc.ca