CONFERENCE ADMINISTRATIVE OFFICER

Position Title:          CONFERENCE ADMINISTRATIVE OFFICER

Summary of Duties:

Provision of administrative support services and conference logistics for the planning and conduct of in-person and virtual conferences of First Ministers and Premiers as well as Federal-Provincial-Territorial and Provincial-Territorial conferences of Ministers and Deputy Ministers. Under the direction of the Manager, Conference Services:

Provides administrative and logistical support services for the planning and organization of in-person and virtual intergovernmental conferences before, during and post-conference

Coordinates services provided to delegates remotely or in the CICS on-site conference office.

Provides information management services for conferences, including document control, the coordination, dissemination, storage and retrieval of all conference related documentation including sensitive information, and confidential recordings of conference proceedings.

Directs and monitors the activities of stand-by and on-site translators during conferences. Controls, coordinates, prepares and verifies translation requests and services before, during and after events.

Within established and negotiated procedures, advises senior officials, coordinates and performs administrative activities in support of the conference communiqué drafting process.

Conducts and/or coordinates the delegate and media registration process prior to and during in-person and virtual conferences; on conference sites, prepares and issues delegates passes, prepares official lists of delegates and table plans and provides information.

Conducts and/or coordinates the delegate and media registration process (including the preparation of a list of expected ministers) for virtual press conferences.

Develops, implements and evaluates new administrative tools and work processes.

Participates as a member of project teams and working groups.

A letter outlining your experience, competencies and your interest in this position, accompanied by a résumé and a letter from your employer certifying your permanent, full-time employment status in your provincial or territorial government, must be submitted by May 8, 2022 to:

Doumbé Bétoté Akwa
‎Director, Conference Services
‎E-mail: HR-RH@scics.ca
‎Phone: 613-298-2639

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REQUIREMENTS – CONFERENCE ADMINISTRATIVE OFFICER

EDUCATION:
‎A secondary school diploma or an acceptable combination of education, training and experience.

LANGUAGE REQUIREMENTS:
‎Bilingual (English-French)

EXPERIENCE:
‎Experience providing administrative and logistical support to conferences or meetings.
‎Experience providing administrative services to senior officials*.

Experience providing client services.

*Senior officials are defined as being at the level of Director (or equivalent) or higher.

KNOWLEDGE:
‎Knowledge of the mandate and activities of the Canadian Intergovernmental Conference Secretariat (CICS).
‎Knowledge of records management.
‎Knowledge of Microsoft Office Suite.

COMPETENCIES

Oral Communication
‎Written Communication*
‎Planning & Organizing
‎Working under pressure
‎Judgement
‎Adaptability
‎Autonomy
‎Attention to detail
‎Client Service Orientation

*Please note that your application may be used to assess the written communication competency.
‎All communication relating to this process may be used in the assessment of other qualifications.

CONDITIONS:
‎Secret security clearance.

Willingness and ability to telework most of the time.
‎Willingness and ability to travel on a regular basis across Canada to conference sites, including weekends.
‎Willingness and ability to work irregular hours and frequent overtime in temporary offices while on conference sites.

Have access to and maintain a strong Internet connection for the duration of the secondment.

Be fully vaccinated (2 doses) against COVID-19.