Executive Assistant, Administrative Assistant(s), Administrative Assistant/Receptionist

Job Type: Permanent, Full-Time position with benefits

Salary: Competitive salary, based on experience

The Commission for Complaints for Telecom-television Services (CCTS) is a customer-oriented organization located in downtown Ottawa. The organization’s mandate is to review and resolve consumer and small business telecom and TV complaints after interaction between the complainant and the service provider has failed to produce a satisfactory outcome.

To facilitate the efficient operation of the organization, we are seeking to fill a number of administrative support roles that will be responsible for a wide range of administrative and office support duties across various departments.

Executive Assistant

We are seeking an Executive Assistant who will provide administrative support to the CEO/Commissioner and Assistant Commissioner. Primary responsibilities will be:

  • Plan and coordinate internal meetings and events, including scheduling, logistics, catering, document preparation and distribution
  • Liaise with the Board of Directors and external stakeholders to coordinate logistics and timing of meetings and to distribute materials as required
  • Prepare/Compose and/or edit and proofread a variety of documents, presentations and reports for internal and external distribution, ensuring proper format and professional presentation
  • Respond to various communications, including email, on behalf of the executives, ensuring confidentiality
  • Develop and maintain filing systems, retrieve information from files when needed
  • Develop and maintain a project tracking system
  • Manage calendars, including scheduling meetings and appointments, with both internal and external stakeholders
  • Prepare and submit expense reports, and book travel arrangements as required
  • Conduct and compile research, as required
  • Provide backup to other Administrative roles
  • Support the Commissioner and Assistant Commissioner on various projects and initiatives, as required

Qualifications and Education Requirements

  • Post-secondary education (minimum of 2-year community college) preferably in business administration and/or project management
  • Minimum 4 years’ experience in an administrative role supporting senior executive positions
  • Bilingualism (French and English) is preferred, strong ability to communicate clearly, both orally and in writing
  • Advanced MS Office and Outlook
  • Understanding of telecommunications or television industry is an asset

 

Administrative Assistant(s)

We are seeking two Administrative Assistants to provide general administrative support to the Legal and Regulatory Team and to the Operations team. Primary responsibilities will be:

  • Manage calendars, including scheduling meetings, conference calls, training sessions and appointments
  • Maintain filing systems, retrieve information from files as needed
  • Prepare, photocopy and compile various CCTS documents and support materials
  • Prepare, review and edit a range of routine and non-routine correspondence and documents
  • Liaise with external service providers
  • Review and sort electronic mail, identify/take action required where appropriate
  • Assist with tracking attendance and vacation planning, as well as reporting related information to payroll
  • Handle routine and non-routine logistics
  • Prepare and submit expense reports
  • Provide backup to other Administrative roles
  • Support the team Directors on various projects and tasks, as required

Qualifications and Education Requirements

  • Post-secondary education (minimum of 2-year community college) preferably in business administration and/or project management
  • Minimum 3 years’ experience in an administrative assistant role offering support to senior leaders
  • Bilingualism (French and English) is preferred, strong ability to communicate clearly, both orally and in writing
  • Advanced MS Office and Outlook
  • Understanding of telecommunications or television industry is an asset

Administrative Assistant/ Receptionist

We are seeking an Administrative Assistant/Receptionist to work closely with the Human Resources team. Primary responsibilities will be:

  • Retrieve and send out mail daily, manage incoming and outgoing courier and supply deliveries
  • Track incoming cheques and do deposit runs
  • Assist with the scheduling, coordination and preparation for staff wide events and meetings
  • Prepare, photocopy and compile various CCTS documents
  • Greet and sign in visitors and ensure lobby and common areas are presentable
  • Maintain the inventory of office and kitchen supplies
  • Liaise with building management and external suppliers for items relating to office management
  • Prepare and send out staff wide communications
  • Provide backup to other Administrative roles
  • Support the Human Resources team on various projects and tasks, as required

Qualifications and Education Requirements

  • Post-secondary education (minimum of 2-year community college) preferably in business administration and/or project management
  • Minimum 2 years’ experience in a general administrative support role
  • Bilingualism (French and English) is preferred, strong ability to communicate clearly, both orally and in writing
  • Advanced MS Office and Outlook
  • Understanding of telecommunications or television industry is an asset

All Administrative Support roles are expected to meet the following Competencies, Skills and Attributes.

COMPETENCIES, SKILLS AND ATTRIBUTES

Results Focus (Service Delivery)

  • Strong ability to manage multiple priorities within deadlines without sacrificing quality of work
  • Strong ability to organize and plan own work,
  • Good ability to communicate effectively and foster relationships with other employees (at all levels of the organization)
  • Very strong ability to work independently, with minimal supervision, and take initiative to involve others when appropriate

Quality and Risk Orientation

  • Strong ability to work to a high degree of accuracy
  • Strong ability to work with highest degree of ethics and integrity
  • Strong ability to listen effectively and act in an unbiased, diplomatic and professional manner

Problem Solving and Process Improvement

  • Good ability to analyze information and draw relevant conclusions
  • Good ability to troubleshoot a variety of technical issues
  • Strong ability to juggle a number of various tasks for several managers with sometimes conflicting priority levels and deadlines
  • Strong ability to use good judgement in decision making
  • Very strong ability to handle confidential information in a tactful and discreet manner
  • Strong ability to solve problems independently
  • Good ability to identify issues and concerns that impact the team’s effectiveness and take action

Stakeholder Relations and Customer Service Focus

  • Very strong customer-service orientation
  • Strong ability to respond to internal customers promptly and without ambiguity
  • Good ability to effectively communicate to the public and external stakeholders
  • Good ability to foster relationships with external stakeholders

Reasonable Accommodation

The CCTS will make every reasonable effort to accommodate prospective candidates under any of the protected grounds of discrimination. Should you need an accommodation, please make the request as soon as possible.  All requests for accommodation will be considered in a fair and objective manner that will ensure applicants are treated with respect and dignity. Information received in relation to accommodation measures will be addressed confidentially.

Interested candidates should send a resume and cover letter by email to: working@ccts-cprst.ca.  Please specify in your email which position(s) you are applying for. Only candidates who will be selected for testing and an interview will be contacted.

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