Senior Administrative Assistant

Archdiocese of Ottawa-Cornwall; Ottawa; On-site; CAD 50,000 - 70,000; Full time

Job summary

The Archdiocese of Ottawa-Cornwall seeks a Senior Administrative Assistant to support the Archbishop and Auxiliary Bishop. The successful candidate will manage schedules, correspondence, and facilitate smooth operation within the office. This full-time position requires bilingual communication skills, excellent organization, and a professional demeanor.

Benefits

Comprehensive benefit package from the first day

Defined Contribution pension plan after 6 months

Casual work environment with individual workstations

Free parking

Qualifications

• Five or more years of senior administrative support experience, preferably at the executive level.
• Bilingual in English and French is necessary.
• Excellent writing skills including proper spelling, grammar, and punctuation.

Responsibilities

• Providing effective time management and daily administrative support.
• Coordinating the Archbishop's and Auxiliary Bishop’s schedules.
• Reviewing documents for format, content, grammar, and spelling.

Skills

Communication

Organizational Skills

Discretion

Time Management

Interpersonal Skills

Tools

MS Office

Adobe Acrobat Professional

Job description

Under the supervision of the Executive Assistant, the Senior Administrative Assistant provides administrative and secretarial support to the Roman Catholic Archbishop of Ottawa, the Auxiliary Bishop, and the Executive Assistant to ensure the smooth functioning of their offices. The Senior Administrative Assistant – Offices of the Archbishop and Auxiliary Bishop – is a polite, professional, and energetic individual who can offer a wide range of confidential administrative support. The successful candidate must demonstrate discretion, sound judgment, and initiative. This person should be resourceful, highly organized, able to work independently, and capable of setting priorities with minimal supervision.

SPECIFIC DUTIES

• Providing effective time management and daily administrative support
• Coordinating the Archbishop's and auxiliary Bishop’s schedules - requests for appointments, invitations, liturgical commitments - ensuring efficient use of their time.
• Coordinating appointments and the reception of visitors at the Archbishop's office.
• Screening incoming telephone calls and correspondence, responding to routine matters on own initiative and preparing a first draft response for review on other matters, in both English and French.
• Monitoring and managing workflow to ensure timely follow-up on letter correspondence and e-mails obtaining status, gathering necessary information, etc.
• Reviewing all documents, reports, and correspondences prepared for signature of the archbishop for format, content, grammar, and spelling; make edits as necessary.
• Presenting a positive and professional image of the Archbishop and the Auxiliary Bishop's Offices to all visitors, suppliers, inquiries, and other interactions.
• Preparing agenda for the Executive Council and other confidential meetings.
• Take notes, prepare the Minutes for the meetings of the Executive Council and other meetings according to the needs of the moment.
• Keeping track of action items and following up on outstanding items.
• Providing a professional, single point of contact for information and liaising with the archbishop and auxiliary bishop, interacting with all levels within the archdiocese, including the parish priests, as well as with external parties, in both English and French.
• Coordinating logistics for meetings involving the archbishop and auxiliary bishop and reserving the necessary facilities and equipment
• Maintaining filing system and database of files.
• Coordinating, as necessary, travel arrangements of the archbishop and auxiliary bishop and those traveling with them, including scheduling and preparing the itinerary.
• Maintaining and managing, as necessary, the Archbishop's and auxiliary bishop’s expense reports and bank accounts.
• Managing special projects as required.
• Assisting with the preparation and distribution of reports, communications and presentations.
• Ensuring presence in the Archbishop's Office during regular Diocesan Centre hours.
• Accepting such other responsibilities, connected to the Archbishop's office, proposed by and agreed with the Auxiliary Bishop, the Archbishop or the Executive Assistant to the Archbishop.

QUALIFICATIONS

The ideal candidate will possess the following qualifications:

• Knowledge of the Roman Catholic Church and its governing structures.
• Excellent communication skills, both verbal and written, in English and French.
• Five or more years of senior administrative support experience, preferably at the executive level.
• Professional corporate image combined with strong interpersonal skills, high level of professionalism, energy, speed and accuracy.
• Diplomatic, tactful and discrete in dealing with confidential matters.
• Resourceful, with the ability to prioritize, multitask and meet deadlines with minimal supervision.
• Work well under pressure by incorporating excellent time management skills to juggle many priorities and meet numerous deadlines.
• Ability to work in collaboration with others.
• Superior typing and dictation skills.
• Able to write and format moderately complex correspondence, including memos, letters, etc.
• Excellent writing skills, including proper spelling, grammar, and punctuation
• Excellent knowledge of MS Office, particularly Word, Outlook and PowerPoint -knowledge of Adobe Acrobat Professional would be an asset.
• Superior telephone manners and strong interpersonal skills.
• Strong verbal skills to communicate with all levels of the Church.
• Recent clear Canadian Criminal Records check conducted by the Archdiocese.

WORK CONDITIONS AND LOCATION

• 37.5 hours per week, Monday to Friday 8:30 am to 4:30 pm.
• Work in an office environment.
• Travel to parishes throughout the archdiocese will be required.

WHAT WE OFFER

• Permanent full-time contract.
• Comprehensive benefit package from the first day.
• Pension plan: Defined Contributions after 6 months.
• Casual work environment with individual workstations.
• Free parking.

HOW TO APPLY

• Send a cover letter and resume to: [e-mail] indicating your name and the position title in the subject line.
• Only candidates selected for an interview will be contacted.

In compliance with the Accessibility for Ontarians with Disabilities Act (AODA), the Archdiocese of Ottawa-Cornwall provides reasonable accommodations to individuals with disabilities. If contacted for an interview, applicants should make any accommodation needs known at that time.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Religious Institutions

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