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Administration & Office Support

Senior Administrative Assistant Kirkland Canada – Immigration Support Possible

Visa type confirmed: Immigration Support Possible

Job Summary

We are seeking a highly organized and detail-oriented individual to join our team as a Senior Administrative Assistant for our Policy and Government Affairs department. This position offers an opportunity to work in a fast-paced and dynamic environment, supporting important policy and government affairs initiatives. Immigration support may be provided for qualified applicants.

Responsibilities

  • Calendar and Schedule Management: Efficiently manage the Executive Directors’ calendar, schedule meetings, and coordinate appointments. Coordinate with internal and external stakeholders to ensure smooth scheduling and minimize conflicts.
  • Travel Arrangements: Organize and coordinate travel arrangements for the Executive Directors, including flight bookings, hotel accommodations, and transportation. Ensure all travel plans are well-documented and align with organizational policies.
  • Meeting Coordination: Prepare meeting materials such as agendas, presentations, and reports. Coordinate logistics for meetings and conferences, including room reservations, equipment setup, and catering. Take meeting minutes, distribute them to participants, and follow up on action items.
  • Communication and Correspondence: Manage incoming and outgoing correspondence on behalf of the Executive Directors, including screening and prioritizing emails, letters, and phone calls. Draft and proofread documents, presentations, and reports. Maintain confidentiality and handle sensitive information with discretion.
  • Database and File Management: Maintain organized and up-to-date electronic and physical filing systems. Manage databases, contact lists, and other relevant records. Retrieve and provide accurate information upon request.
  • Lobbyist Reporting: Manage lobbyist registration and reporting at both federal and provincial levels for our organization.
  • Philanthropy Program Management: Manage the organization’s process for grants, donations, and charitable contributions.
  • Administrative Support: Provide general administrative support to the department, including handling expense reports for the Executive Directors, invoice processing, and budget tracking. Assist with special projects and events as assigned.

    • Skills

  • Strong organizational skills with the ability to multitask and prioritize competing demands.
  • Excellent written and verbal communication skills, including the ability to draft professional documents and correspondences.
  • Proficiency in using productivity tools such as Microsoft Office suite (Word, Excel, PowerPoint) and calendar management software.
  • Exceptional attention to detail and accuracy.
  • Ability to work independently with minimal supervision.
  • Discretion and confidentiality in handling sensitive information.
  • Strong analytical skills.
  • Flexibility to adapt to changing priorities and work under tight deadlines.

    • Required Education and Experience

  • Education: College Degree/DEC.
  • Proactiveness is required.
  • Proven experience as an executive administrative assistant or similar role is an asset, with a preference for experience in the policy or government affairs sector.
  • French both written and spoken if located in Quebec. English is preferred for business with national and global stakeholders.

    • Work Environment

    In line with our Hybrid Workplace Strategy, this position will be performed through a combination of remote work and in-person at the Kirkland Head Office, based on the nature of work to be done.

    Diversity and Inclusion

    We are proud to embrace the value of bringing diverse, talented, and committed people together. We encourage our colleagues to respectfully challenge one another’s thinking and approach problems collectively. We are an equal opportunity employer, committed to fostering an inclusive and diverse workplace.

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    VJCAdministration & Office Support

    Job Overview

    • Date Posted:
    • Expiration date: July 20, 2025
    • Job Title: Senior Administrative Assistant Kirkland Canada – Immigration Support Possible
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