Reports to: CEO or her delegate
Closing Date: Open until filled
Language: Fluently Bilingual (French & English)
The Native Women's Association of Canada (NWAC) is seeking an experienced Receptionist at our new location at Promenade du Portage in Gatineau. The Receptionist will be the first point of contact for our organization. The receptionist will be responsible for offering senior administrative support across the organization and will also coordinate front-desk activities, including greeting guests, distributing correspondence and redirecting phone calls.
The Receptionist will be responsible to:
- Respond to telephone, e-mail, and in-person inquiries from clients, business partners, and other parties.
- Refer all inquiries to the appropriate individuals, divisions, or departments across the organization.
- Take and record telephone, e-mail, or written message for staff members.
- Type forms, letters, reports, and memos as necessary.
- Receive and distribute all forms of paper correspondence.
- Organize, maintain, and coordinate office records and files in their proper locations.
- Where necessary, assist in compiling data for various reports.
- As a front-line worker, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
- Provide information to staff and/or clients about special activities.
- Ensure all forms and reports are completed as needed.
- Observe and report any security issues to the COO.
- Administrative tasks such as support for travel arrangements and post incurred expenses to the summary sheet.
- Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence.
- Maintain the reception in a tidy and presentable manner.
- Accept and monitor inbound shipments as necessary.
- Maintain high levels of confidentiality while assisting colleagues with reports or spreadsheets.
- General administrative tasks such as drafting correspondence, creating and using Excel spreadsheets, PowerPoint presentations etc…
- Other related duties as assigned, from time to time.
EDUCATION AND EXPERIENCE
- College Diploma or additional certification in Office Management is a plus or equivalent experience;
- Work experience as a Receptionist, Front Office Representative or similar role;
- Excellent knowledge of Microsoft Office
- Experience with NGOs, organizations, interest groups and government or government agencies or business/corporate entities.
KNOWLEDGE, SKILLS AND ABILITIES
The employee must have proficient knowledge in the following areas:
- Bilingualism is mandatory(French & English);
- Some knowledge and understanding of Indigenous Peoples in Canada and internationally, their cultures, histories and traditions;
- Knowledge and understanding of contemporary concerns and issues in the doing of Indigenous business in Canada;
- Understanding and knowledge of Indigenous issues, and norms and standards relevant to promotion and protection of Indigenous women’s rights;
- Some knowledge of key issues impacting Indigenous women and girls in Canada and internationally;
- Must have 5 years experience as a Receptionist.
The employee must demonstrate the following skills:
- Ability to communicate effectively and collaboratively with internal and external stakeholders;
- Ability to think critically and act logically to evaluate situations, solve problems and make decisions;
- Ability to take directions and work independently;
- Excellent interpersonal skills;
- Ability to apply sound judgment and make decisions within the area, often on short notice;
- Ability to prioritize, multi-task and organize work effectively and under pressure;
The employee must maintain strict confidentiality in performing the duties of Receptionist. The employee must also demonstrate the following personal attributes:
- Time management and punctuality;
- Respect and understanding of Indigenous women’s issues in Canada;
- Dependable and understands the importance of meeting deadlines;
- Honest, sincere, considerate and truthful;
- Understands the importance of quality work;
- Approachable, articulate and determined;
- Resilient, proactive and positive;
- Coachable and adaptable.
NWAC strives to be an employer that properly resources and supports all employees with a conviction to place the employee’s health and happiness along with your family first. To that end NWAC, endeavors to provide a clean, safe and secure workplace with various support mechanisms and operational flexibility. The following list describes assumptions about working conditions:
- Lifting, carrying and managing equipment and supplies may be required;
- Setup of displays, video and audio systems may be required;
- Overtime may be required at times.
Preference will be given to women and gender diverse people of Indigenous ancestry (First Nations, Metis, Inuit), please self-identify.
We thank all applicants for their interest in this opportunity. Only those selected for an interview will be contacted.
Accommodations will be provided at all stages of the hiring process. We ask applicants to make their needs known in advance.
Please submit resume and covering letter to: firstname.lastname@example.org