Administrative Unit Secretary

Ville de Pointe-Claire; Montreal; On-site; CAD 40,000 - 60,000; Full time

Job summary

A well-established municipal organization is seeking an Administrative Secretary to support the Culture, Sports, Leisure and Community Development Department. With a focus on administrative and clerical tasks, the candidate will help improve the quality of life for citizens through effective communication and office management. The ideal applicant is bilingual, detail-oriented, and possesses strong organizational skills, ensuring smooth operations within the department.

Qualifications

• Two years of experience in a similar position required.
• Must have a good knowledge of French and English grammar.
• Skilled in drafting minutes and general office practices.

Responsibilities

• Receive and review incoming mail, draft routine correspondence.
• Make travel arrangements and keep the calendar of the manager.
• Attend meetings and take note of the proceedings.

Skills

Bilingualism

Organizational skills

Interpersonal skills

Customer service skills

Attention to detail

Education

Vocational diploma in an appropriate study program

Tools

Word

Outlook

Excel

Kronos

Job description

Departmental Mission The mission of the Culture, Sports, Leisure and Community Development Department is to improve quality of life by promoting accessibility, participation, and integration of all citizens through the provision of excellent community, cultural, sports and recreational facilities, activities, and services. Responsibilities and goals associated with the position Reporting to the Senior Manager – Sports, Leisure and Community, the jobholder performs a variety of administrative, clerical and general support tasks for departmental staff. The jobholder’s main responsibilities are as follows : Receive and review incoming mail and forward it appropriately.

• Draft routine correspondence.
• Perform error-checking on outgoing correspondence.
• Track documents and follow up on deadlines, reminding the persons concerned as necessary.
• Receive, make and redirect telephone calls; welcome visitors; obtain and give out available information.
• Keep the calendar of her or his direct manager.
• Make travel arrangements for her or his direct manager (transportation, accommodations, cash advances, expenditure reporting, etc.).
• Make material preparations for meetings and convene them.
• Attend meetings, take note of the proceedings and write reports or draft minutes.
• Collect and compile data from various sources.
• Perform various other secretarial and simple writing tasks; operate standard office equipment (computer, photocopier, fax machine, calculator, etc.).
• Perform any other related task. The applicant must hold a vocational diploma in an appropriate study program any other combination of education and experience found equivalent under the established policy. Two (2) years of experience in a similar position are required for this position. Other requirements :
• Bilingualism and a good knowledge of French and English grammar
• Knowledge of Word, Outlook, Excel
• Knowledge of Kronos will be considered an asset
• Well-developed organizational skills
• Interpersonal and customer service skills
• Knowledgeable in drafting minutes, in typing and formatting documents, and in general office and secretarial work practices Ability to transcribe data with great precision and attention to detail as well as ability to detect errors Starting date July 28, 2025

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