Bilingual Administrative Assistant

Government of PEI; Charlottetown; On-site; CAD 42,000 - 54,000; Full time

Job summary

The Government of Prince Edward Island is seeking an Administrative Assistant to support the Acadian Museum of PEI and Acadian Research Centre. The role involves clerical duties, finance tasks, and coordination of exhibits and events.

Responsibilities include processing invoices, deposits, inventory, liaison with staff, and assisting with publicity and tours. Proficiency in English and French is required, with a diploma in administration or equivalent.

Qualifications

• Administrative Assistant Diploma or equivalent degree.
• Demonstrated equivalencies will be considered.
• Considerable experience in administration support/financial support services.
• This is a bilingual position. Advanced oral proficiency in English and French is required.
• Excellent written communication skills in English and French.

Responsibilities

• Editing and typing correspondence and reports; transcribing from handwritten notes.
• Maintaining inventory of office supplies and processing mail.
• Answering telephone inquiries and directing to appropriate staff.
• Preparing meetings and minutes for the Acadian Museum and associated groups.
• Scheduling appointments and assisting with deposits and invoicing.
• Maintaining records, archives, and Shopify transactions.
• Assisting with publicity, exhibits, and gift shop coordination.
• Greeting visitors and providing information on local attractions.

Skills

Bilingual English/French

Administrative support

Education

Administrative Assistant Diploma or equivalent

Tools

Shopify

Job description

Job ID: 174541

JOB DESCRIPTION

The Department ofFisheries, Rural Development, and Tourismis committed to Equity, Diversity, Inclusion and Accessibility. Our goal is to build a public sector workforce that reflects the diverse communities we serve and to promote welcoming, diverse, inclusive, respectful workplaces that are accessible to all. We welcome all interested individuals including Indigenous People, persons with disabilities, Black, racialized, ethnic and culturally diverse groups, as up as people regardless of their sexual orientation, gender identities, and gender expressions. Those looking for more information are invited to visit ourEquity, Diversity, and Inclusion Policy.

The purpose of this position is to provide administrative, financial, curatorial, and program support services for the operations of the Acadian Museum of PEI and Acadian Research Centre. This position contributes to the effective management of an organization dedicated to the conservation and promotion of Island Acadian heritage.

Duties will include but are not limited to:

• Editing and typing correspondence and reports, transcribing from handwritten notes;
• Maintaining inventory of office supplies;
• Processing and distributing incoming and outgoing mail;
• Acting as liaison for inquiries and directing to the appropriate employee;
• Answering incoming telephone inquiries, relaying messages;
• Preparing meetings for the Acadian Museum and L’Association du Musée acadien de l’Î.-P.-É, including its Annual General Meeting, sending email invites, preparing notes or printouts as required, typing up meeting minutes and distributing accordingly;
• Scheduling appointments for the site director;
• Receiving revenue and balances accounts;
• Preparing deposits of all revenue including admissions, gift shop sales, and all awarded project grants;
• Processing invoices and managing Accounts Payable transactions;
• Preparing and sending purchase orders;
• Ensuring the annual financial report for L’Association du Musée acadien de l’Î.-P.-É is accurately prepared and presented;
• Coordinating the L’Association du Musée acadien de l’Î.-P.-É membership campaign;
• Ensuring Acadian Museum and L’Association du Musée acadien de l’Î.-P.-É records are kept up to date;
• Maintaining a clean environment in archives and material objects storage rooms;
• Assisting with exhibit set-up, including moving items from storage, receiving items from off-site and building exhibits;
• Assisting with publicity, supporting the site director and communications/fundraising coordinator;
• Assisting in designing and preparing labels which accompany each exhibit;
• Assisting with exhibit openings and other special events;
• Ordering and maintaining inventory, including a variety of books and souvenirs;
• Communicating with local artisans to stock the gift shop with local art and crafts;
• Settling final accounts in accordance with PEI Museum and Heritage Foundation Policies and Procedures;
• Maintaining the Shopify account;
• Assisting the site director in providing supervision, training and guidance for seasonal and temporary staff; and
• Greeting museum visitors, offering guided tours, and providing information on other local attractions and amenities.

Minimum Qualifications:

• Administrative Assistant Diploma or equivalent degree;
• Demonstrated equivalencies will be considered;
• Considerable experience in administration support/financial support services;
• This is a bilingual position. Advanced oral proficiency in English and French is required;
• Excellent written communication skills in English and French

Other Qualifications:

• Experience in museum operations is an asset

This posting may be used to fill future vacancies.

The Public Service is inspired to make a positive impact and proud to shape the future of our Island Community.

Languages:

• English
• French