COMPETITION NUMBER
C23-24-SS-22
POSITION
Cégep Heritage College is currently seeking the services of a full-time regular Executive Assistant (non-unionized position) in the Human Resources department.
SUMMARY
Under the supervision of the Director of Human Resources (HR), the Executive Assistant assumes the responsibility for the smooth functioning of the Human Resources’ Office, performs all executive assistant duties and ensures the confidentiality and efficient operation of the office.
MANDATE
The person sought is recognized for his/her planning and organizational skills. This person demonstrates initiative and acts with autonomy and diplomacy. He/she exercises great discretion in the handling of information of a confidential nature and cares about maintaining harmonious interpersonal relationships and succeeds in creating a climate of trust throughout his/her interactions with others. Discreet, available and energetic, the person sought will be able to integrate into a team that promotes high quality services to be provided to all staff members.
FUNCTIONS
The main areas of responsibility of the Executive Assistant include:
For the Service:
- Responsible for follow-up and control of certain HR responsibilities.
- Researches, compiles and analyzes data for reports, correspondence, notice of meetings, etc.
- Initiates and maintains a variety of files and records including all public relations matters.
- Operates office equipment including word processors and photocopiers.
- Acts as front-line resource, sorts mail, screens phone calls, visitors and refers inquiries as appropriate.
- Answers inquiries in person or over the telephone, screens, redirects or refers to another source of information.
- Maintains appointment schedules and calendars.
- Gathers information and contacts meeting participants.
- Prepares agenda documents and notes for meetings chaired by Human Resources.
- Organizes meetings and, when necessary, takes the minutes of meetings.
- Responsible of HR financial record keeping.
- Assists with the updating of all HR processes and procedures.
- Assists with the application and follow-up of collective agreement requirements.
- Translates a variety of documents from French to English and vice-versa.
- Analyzes documents and writes up summaries.
- Prepares, edits, and formats letters, documents, and reports, as required.
- Revises and improves texts as necessary with regards to content, syntax grammar, vocabulary and ensures proper presentation (layout, binding, etc.).
- Takes part and provides administrative support in all activities involving the Human Resources office.
- Keeps up-to-date all Human Resources and PD budgets, as required.
- Manages the archives of the Human Resources Office.
- Assists with the hiring of personnel (job postings, scheduling of interviews, communication, etc.).
- Provides administrative support for all PD activities organized by Human Resources.
- Takes part in establishing the material needs of the office (supplies, furniture, etc.) and places the orders.
- Coordinates HR activities related to room bookings.
- Plans, organizes, and coordinates onsite and offsite meetings and workshops as required.
- Ensures the application of all HR procedures and policies in place.
- Assists with the organization of activities related to the recognition of the College’s personnel.
- Performs other related duties.
Entire Sector of Activities:
- Represents the HR office on certain committees if required.
- Works collaboratively with other Service Directors and other College personnel.
- Assists the HR management personnel in the managing of the annual work plan and of the departmental budget.
- Assists in ensuring the implementation and the application of policies and procedures related to his/her sector of activities.
- Prepares and submits requisitions for material.
- Assists with the College emergency procedures and any policies or procedures related to his/her sector of activities.
- Applies various laws and regulations related to his/her sector.
- Performs all other related duties, as required.
SALARY RANGE
Salary and other benefits commensurate with the Regulation respecting certain conditions of employment of senior staff of general and vocational colleges for a Class 3 with a salary scale ranging from a minimum of $60,864.00 to a maximum of $81,150.00
MINIMUM QUALIFICATIONS REQUIRED
- Education Minimum of a Diploma of collegial studies in a related field of study or an attestation of studies or combination of other certifications which is recognized as equivalent.
- Experience Must have at least three (3) years of experience related to the methods and procedures used in administering an office.
- Must be bilingual in both French and English (written, comprehension and spoken).
- Excellent knowledge and skills in the use of technology in a Windows environment with the Microsoft Office 365.
- Ability to work in a self-directed team environment with minimal supervision, and have the ability to work as part of a team.
- Excellent filing skills.
- Must demonstrate ability to take minutes of meetings.
ADDITIONAL QUALIFICATIONS
- Must possess a collaborative approach.
- Must possess excellent communication, organizational and interpersonal skills.
- Must have excellent analytical and problem-solving skills.
- Must be diligent, dynamic, creative and detail oriented.
- Ability to manage conflicting priorities and to deliver multiple projects under tight timelines.
- Must be flexible and able to adapt quickly to different situations.
- Must have a strong work ethic and exercise discretion.
Interested candidates should forward a cover letter and resume online on our College website in the career
page at http://www.cegep-heritage.qc.ca/manitou/ no later than Sunday, October 8th, 2023.
Please note that only online applications will be considered.
N.B.: Candidates will be required to submit to selection tests. Only those candidates selected for an interview
will be contacted.
Cégep Heritage College is an equal opportunity employer and encourages applications from women, Indigenous peoples, members of visible and ethnic minorities, and people with disabilities.