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Bilingual Project Assistant, Canadian Network of Women’s Shelters & Transition Houses

Ottawa, Ontario
Deadline December 6, 2010

This is a 2-year fulltime contract position with the possibility of becoming permanent.  We require a creative, high energy individual who is able to coordinate and execute a variety of tasks with key responsibilities being project administration and communications for the emerging Canadian Network of Women’s Shelters & Transition Houses.

Essential Functions And Basic Duties:

1.    Communications

  • Independently draft documents in French and/or English as required including official correspondence, letters, emails, memoranda, news releases, articles, reports, web content etc.
  • Collaborate on the preparation of materials for meetings; write notices of meeting, agendas and detailed minutes.
  • Provide administrative support for the planning and preparation of events, including drafting invitations and promotional materials and planning and implementing logistical details.
  • Develop high quality presentations to communicate Network messages to a variety of audiences.
  • Assist with web page development, coordination and maintenance; utilize electronic meeting technologies and electronic information exchange.
  • Create, adapt and utilize images, graphics, text and templates to create products such as reports and newsletters.
  • Use and monitor social media tools to support Network activities.
  • Collate and circulate Network news and post documentation on web site and other electronic tools.
  • Facilitate the flow of communication within the Network by staying informed on Network priorities and communicating regularly with colleagues to write and circulate Network information.
  • Other communications tasks as assigned.

2.    Project Administration

  • Act as on-site office screener; answer telephone, arrange, accept and process mail, faxes, courier and deliveries.
  • Acknowledge and ensure follow-up on inquiries and correspondence.
  • Assist with project reporting and record-keeping.
  • Organize and maintain up-to-date electronic and hard files and records.
  • Create and maintain up-to-date spreadsheets of contact lists, budgets and project tracking.
  • Schedule and coordinate appointments and meetings of Executive Director and Working Groups.
  • Monitor and track inventory of supplies and materials and prepare requisitions.
  • Maintain phone system, multi-function copier and computers.
  • Prepare letters and coordinate mail-outs.
  • Draft minutes and action lists from regular and one-time meetings.
  • Make travel and meeting arrangements.
  • Respond to general information queries from Network members.
  • Responsible for smooth operation of Project Office; anticipate needs and set up and revise systems as necessary; advise the Executive Director on the efficient operation of the Project Office.
  • Act as a resource person for Network members; coordinate meetings, takes part in organizing planned activities and take charge of administrative details.
  • Prepare invoices for approval, forward paperwork to Financial Officer and follow-up to ensure payment.
  • Other administrative tasks as assigned.

Qualifications:

  • Excellent oral and written communication in both official languages (French & English).
  • Experience in writing and revising French and English Texts including letters, administrative documents, promotional material, newsletters, program descriptions etc
  • Advanced skills in MS Word, MS PowerPoint, MS Excel and MS Outlook; intermediate abilities with web editing, project tracking and social media software and applications.
  • Experience and proficiency in office management and coordination including use of office equipment and systems.
  • Ability to multi-task and manage concurrent deadlines.
  • Strong organizational skills with excellent attention to detail.
  • Previous experience in meeting planning and logistics.
  • Tact, diplomacy and ability to maintain effective, supportive and professional relationships with internal and external contacts.
  • Completed post-secondary education or equivalent. Degree preferred.
  • Experience and/or knowledge of violence against women issues are considered an asset.

Personal Qualities:

  • Professional, diplomatic and committed to confidentiality
  • Ability to work well under pressure
  • Highly motivated, energetic and optimistic
  • Adaptable; embraces new ideas and challenges
  • Both collaborative and autonomous; ability to work well in a team and also perform well with a minimum of supervision
  • Good listener and able to interpret instructions, policies and procedures
  • Dependable and loyal
  • A sense of humour
  • Knowledge and interest in the area of violence against women and sheltering issues is a definite asset

To express your interest in the position, please email your resume as soon as possible in MS Word format along with your contact information to info@endvaw.ca.