EXECUTIVE SECRETARY

POSITION: EXECUTIVE SECRETARY  

DEPARTMENT: INFORMATION TECHNOLOGIES DEPARTMENT (IT) 

SALARY: FROM $22.54 TO $26.00 AN HOUR DEPENDING ON EXPERIENCE AND QUALIFICATIONS 

COMPETITION NUMBER: EXECTI2311-01 

LOCATION: KUUJJUAQ 

STATUS: FULL-TIME REGULAR 

STARTING DATE: DECEMBER 2023 

Kativik Ilisarniliriniq (KI) is a school board offering educational services in the 14 communities of Nunavik. 

FUNCTION & DUTIES:

Under the authority of the IT department’s director, the executive secretary is called upon to perform complex secretarial tasks in a relatively autonomous manner, as well as the department’s reception tasks. The tasks include the following:

• Prepare memos and information letters based on summary guidelines;
• Responsible for the office correspondence;
• Handle incoming calls, faxes and e-mails, forwarding them to the appropriate people and ensuring follow-up measures;
• Manage agendas according to guidelines for the people he/she works for;
• Responsible for filing the department's documents;
• Greet visitors;
• Manage hotel and air ticket reservations and confirmations;
• Organize events and meetings: convene the participants, prepare the necessary files, draw up a draft agenda according to the instructions received based on the topics collected;
• Get in touch with business partners;
• Manage material purchase orders from the various departments and their follow-up;
• Ensure the follow-up of invoices with the accounting department;
• Follow-up on the claims forms of the department's employees;
• Any other related tasks assigned by his or her supervisors.

QUALIFICATIONS:

Hold a diploma in secretarial vocational studies or a secondary diploma.

At least 4 years of secretarial experience.

The Board may, at its discretion, waive any or all of the afore-mentioned qualifications if it finds a suitable candidate who is a beneficiary of the James Bay and Northern Québec Agreement (JBNQA) and who accepts, as a condition of employment, to follow a training plan determined by the Board.

REQUIREMENTS:

• Fluency in two of the three languages of the school board (English, French, or Inuktitut);
• Excellent writing skills in two of the three languages of the school board (English, French or Inuktitut);
• Proficiency in the use of a computer and the various software necessary for the execution of his or her work such as word processing, databases, spreadsheets and in-house programs
• Comfortable with document-sharing systems (OneDrive, Google Doc...) and with the Microsoft suite
• Ability to manage communications, electronic agendas and correspondence to and from senior executives;
• Organized, self-reliant, punctual and able to meet deadlines.

WORK SCHEDULE:   35 hours per week, Monday to Friday

CLASSIFICATION / SALARY / BENEFITS:

In accordance with the AENQ collective agreement for support staff, this position belongs to job category 4111: from $22.54 to $26.00 an hour depending on qualification and experience. All benefits are prorated based on the percentage of the task.

In addition to salary, you may be eligible to benefits such as:

• 20 days paid vacation
• 2-week paid holiday period
• Free parking
• Employee and Family Assistance Program
• Career development opportunities
• Hybrid work schedule

      and, when applicable, other benefits such as:

• Summer schedule
• Northern premium
• Food transportation allocation
• Paid relocation benefits
• Retention and attraction premium
• Up to three (3) round trips to and from Nunavik