SUMMARY

Reporting to the Executive Director, the Administrative Assistant is the first point of contact for clients, providing general information and ensuring exceptional customer service. This individual performs administrative support tasks to assist the business development team and management by processing data, maintaining records, and organizing meetings.

DUTIES AND RESPONSIBILITIES

• Support management and the team in implementing the Strategic Plan.
• Create and maintain an up-to-date list of municipal stakeholders, in particular for coordinating invitations to public consultations and events

Client Experience

• Provide a warm and professional welcome to clients and visitors and direct them to the appropriate person.
• Respond promptly and accurately to client inquiries by phone or email, record information, enter it into the client relationship management (CRM) system for proper follow-up, and refer it to the appropriate team member in a timely manner.
• Conduct research and provide general information to clients.

Administration

• Provide administrative support to the team and promptly fulfill requests.
• Prepare, type, proofread, and format correspondence, invoices, presentations, brochures, publications, reports, memos, tables, lists, binders, and other related documents from handwritten or dictated notes.
• Manage document filing and archiving for various paper and digital administrative records.
• Handle incoming and outgoing physical and electronic mail.
• Organize team meetings, book rooms and catering, prepare agendas, send invitations, take minutes, and follow up with relevant parties.
• Arrange client, partner, and group meetings and appointments at the request of management or team members.
• Organize business travel and handle all necessary bookings.
• Manage logistics and itineraries for the municipality's annual tour.
• Assist with organizing the agency's annual banquet and other events, including managing participant tickets using the appropriate tools.
• Contribute to the preparation of the annual report.
• Update website content using the Joomla content management system.
• Order and maintain office supply inventory.
• Ensure office equipment is functioning properly, report issues to relevant suppliers, and manage equipment rental contracts with management.
• Manage software and application licenses.
• Send invitations for events and register participants.
• Coordinate orientation days for new employees and Board members.
• Develop and implement office procedures.
• Perform any other related duties as needed to ensure the smooth operation of the office.
• Coordinate the schedule, select priorities and anticipate scheduling conflicts and support the CAO in managing deadlines.

Data Management

• Conduct research, collect and compile data from various sources using online tools (Google, Pictometry, SNB Planet, ArcGIS, etc.), generate aerial maps with or without property lines, edit visuals using Canva and Acrobat to produce PDFs or images, and format land data sheets according to our visual standards.
• Organize and maintain digital filing systems to ensure documents are stored securely and meet document management standards.
• Compile data, prepare statistics, and maintain databases, particularly for building permits, land inventory, the quarterly newsletter, and executive reports for the Board of Directors.
• Enter data into the CRM system, which tracks opportunities and contacts.

Board of Directors

• Prepare and professionally format all documents for Board and committee meetings using the appropriate software (prepare agendas, write minutes, distribute documents, coordinate electronic voting).
• Coordinate Board and committee meetings (send invitations, book meeting rooms, arrange catering, prepare information binders, and orientation days for new members).

MINIMUM REQUIREMENTS

Education

• College diploma in office administration or an equivalent combination of education and experience.

Knowledge

• Proficiency in spoken and written French and English.
• Strong knowledge of Microsoft Office Suite, Microsoft Paint, and Adobe Acrobat DC.
• Sound knowledge of municipal organizational structure, functions, procedures and bylaws (asset).
• Ability to produce reports, analyze data and prepare professional presentations.
• Knowledge of specialized tools such as VISIO for project management and visualization (asset).

General knowledge of the workings, various services, and operations within a municipal environment, as well as the key stakeholders involved (asset).

Experience

• 3 to 5 years of experience in an administrative support role or similar position.
• Experience at the municipal level and/or with other governmental or political bodies (significant asset).

Skills

• Strong sense of customer service and interpersonal skills: ease in communication, client-oriented approach, politeness, tact, respect, excellent listening skills, and empathy.
• Ability to maintain a high level of client satisfaction and deliver exceptional service.
• Professional demeanor, maturity, discretion, and high standards of confidentiality.
• Ability to work under pressure, independently, and as part of a team.
• Strong organizational skills, thoroughness, and attention to detail.
• Ability to prioritize tasks, meet deadlines, and structure workload accordingly.
• Precision and meticulousness in record keeping.
• Capacity to manage multiple tasks in a fast-paced environment.
• Creativity and initiative.
• Knowledge of GIS/ArcGIS systems would be considered an asset.
• Political acumen and the ability to handle criticism from clients.
• A caring and adaptable approach, combined with excellent listening skills and the ability to connect with others easily.
• Positive attitude with respect to the interests of the municipality and the community in general.
• Physical ability to do the work assigned.
• Punctuality and regular attendance.
• Good past record of job performance.
• Discretion and integrity when dealing with sensitive issues, and adherence to the City of Dieppe's confidentiality rules and organizational values.

WORK HOURS

• Thirty-five (35) hours per week.

COMPENSATION

• According to the current salary scale.

CLOSING DATE

• The closing date to submit your application is May 29, 2025 at 16h00.

The tasks outlined in this job description are intended to illustrate the variety of responsibilities that may be performed. The omission of specific duties does not exclude them from the position if they are similar, related, or a logical assignment.

Please note that Expansion Dieppe has adopted a language policy providing bilingual services. As French is the organization's working language, all employees must be able to communicate in both French and English, orally and in writing.