Administrative Assistant

Kativik Ilisarniliriniq (La commission scolaire du Nunavik); Montreal (administrative region); On-site; CAD 84,000 - 113,000; Full time

Job summary

The incumbent is responsible for the management of the technical and administrative activities of Human Resources. Under the supervision of the Director of Human Resources and Payroll, the incumbent must coordinate planning of executive appointments, meetings, trainings, and travels, and ensure timely arrangements.

You will supervise staff, oversee budgeting and records, prepare communications and reports, manage calendars, onboard new hires, and help improve administrative processes.

Qualifications

• Diploma of college studies in a relevant field.
• Five (5) years of relevant experience.
• Fluency in two of the three official languages (Inuktitut, English, French).
• Willingness to travel.

Responsibilities

• Coordinate the planning of executive appointments, meetings, training sessions, and travels, and ensure all necessary and timely arrangements.
• Provide administrative support regarding budgeting and financial activities, including managing records and archives (physical and electronic) and liaising with Financial Resources.
• Prepare drafts of communications, memorandums, reports, presentations, minutes of meetings, resolutions, etc.
• Oversee incoming and outgoing communications for the Department, including e-mails, phone calls, reports, and internal correspondence.
• Act as a gatekeeper for internal and external contacts, including vendors, colleagues, clients, and customers.
• Maintain the Director’s and the Department’s calendar and make the necessary reminders to the team.
• Coordinate onboarding activities for new hires.
• Process expense reports and reconcile receipts with the company credit card statements.
• Conduct research and create reports on various topics based on the needs of the supervisor.
• Maintain a high degree of discretion and confidentiality.
• Intervene in various cross-departmental processes (DG charts, ServiceNow, etc.).
• Participate in identifying opportunities to improve administrative processes and organization.
• Assist in the coordination of departmental projects, policies, initiatives, and events.
• Supervise, mentor, and manage employees under their responsibility.
• Perform any other tasks required by their immediate supervisor.

Skills

Planning skills

Organizational skills

Communication skills

Education

Diploma of college studies in a relevant field

Job description

The incumbent is responsible for the management of the technical and administrative activities of Human Resources.

FUNCTION & DUTIES:

Under the supervision of the Director of Human Resources and Payroll, the incumbent must, in particular:

• Coordinate the planning of executive appointments, meetings, training sessions, and travels, and ensure all the necessary and timely arrangements;
• Provide administrative support regarding budgeting and financial activities, including managing records and archives (physical and electronic) and liaising with Financial Resources;
• Prepare drafts of communications, memorandums, reports, presentations, minutes of meetings, resolutions, etc.;
• Oversee incoming and outgoing communications for the Department, including e-mails, phone calls, reports, and internal correspondence;
• Act as a gatekeeper for internal and external contacts, including vendors, colleagues, clients, and customers;
• Maintain the Director’s and the Department’s calendar and make the necessary reminders to the team;
• Coordinate onboarding activities for new hires;
• Process expense reports and reconcile receipts with the company credit card statements;
• Conduct research and create reports on various topics based on the needs of the supervisor;
• Maintain a high degree of discretion and confidentiality;
• Intervene in various cross-departmental processes (DG charts, ServiceNow, etc.);
• Participate in identifying opportunities to improve administrative processes and organization;
• Assist in the coordination of departmental projects, policies, initiatives, and events;
• Supervise, mentor, and manage employees under their responsibility;
• Perform any other tasks required by their immediate supervisor.

QUALIFICATIONS:

• Diploma of college studies in a relevant field of study;
• Five (5) years of relevant experience.

The School Board may, at its discretion, waive any or all of the afore-mentioned qualification requirements if it finds a suitable candidate who is a beneficiary of the James Bay and Northern Québec Agreement (JBNQA) and who accepts, as a condition of employment, to follow a training plan determined by the Board.

OTHER REQUIREMENTS:

• Fluency in two (2) of the three (3) official languages of the school board (Inuktitut, English, French);
• Excellent planning, organizational, and communication skills;
• Willingness to travel;
• Experience in human resources, the public sector, or a large organization is an asset;
• Knowledge of Inuit culture is an asset.

CLASSIFICATION / SALARY / BENEFITS:

Class 00-05 as per the working conditions of KI’s managers: from $84,390 to $112,515 annually depending on qualifications and experience. All benefits are prorated based on the percentage of the task.