Administrative and Archival Assistant

Job Responsibility:

Hear Québec is seeking a dedicated individual to join our team as an Administrative and Archival Assistant. This multifaceted role combines responsibilities related to administrative support and digital archiving. The ideal candidate will possess strong communication skills, proficiency in Google Workspace and related applications, a passion for the non-profit sector, and exceptional administrative abilities.

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As the Administrative and Archival Assistant at Hear Québec, you will collaborate closely with the Administrative Assistant to oversee general administrative duties, including managing the CRM and optimizing information storage processes. Your role will focus on organizing and refining the Google Cloud system, requiring the development of comprehensive procedural documentation. The ideal candidate will possess a strong understanding of digital record management best practices and be proficient in utilizing Google Drive features. Additionally, they should excel in communication, have extensive knowledge of Google Workspace and related applications, and demonstrate a passion for working in the non-profit sector while maintaining exceptional administrative skills.

Responsibilities:

Administration

• General administrative duties
• Manage and update CRM - customer relationship management system
• Develop, edit and proofread content for all external communications
• Manage Google Workspace including other related apps
• Membership and registration
• Coordinate internal and external correspondence
• Maintain both digital and print filing systems
• Assist with financial tracking and reporting
• Manage inventory and office supplies
• Offer IT and tech support to the team
• Contribute to the special events

Digital Archiving

• Organize and structure digital records within Google Drive, ensuring consistent naming conventions, folder structures and metadata.
• Develop and implement digital records management policies, procedures and practices specific to Google Drive.
• Collaborate with the team to define and implement retention and disposal of digital records in accordance with the legal and regulatory requirements.
• Monitor and implement appropriate access controls, permissions, and security measures for digital records within Google Drive.
• Perform audits and quality checks of digital records to ensure accuracy, completeness and compliance.

Requirements:

• You must be between 15 and 30 years of age (inclusive) at the start of employment to be eligible for Canada Summer Jobs.
• Permanent resident of Canada, Canadian Citizens or legally permitted and protected under the Immigration and Refugee protection during the period of employment.
• You must be legally entitled to work according to the relevant provincial / territorial legislation and regulations.
• A minimum of 2 years work experience in a similar administrative position (Prefered)
• Expertise in using Google Workspace.
• Experience in Data Entry and Filing
• Experience in organizing and cleaning data

Hear Québec is proud of its diverse, committed, focused and respectful staff and volunteers. With a dynamic and fast paced work environment, you would want to work for Hear Québec because;

• Hear Québec has a long history of growth and stability in the not-for-profit sector
• Creates opportunity for you to have a positive impact for your community
• Many opportunities for training and skills development

To Apply for this Canada Summer Jobs position

Please submit your CV in English plus a cover letter to View email address on ca.edajobs.com explaining how you meet the requirements and assets for this job.

Please note tha tthis job supports people who self-identify as being part of under-represented groups, including those who are part of the LGBTQ2+ community, or as having additional barriers to entering or staying in the labor market. Priority will be given to persons with disabilities, especially those who are hard of hearing oral communicators.

About Hear Québec

Hear Québec is the only registered nonprofit organization in Québec which serves Anglophones affected by hearing loss. Hear Québec has been providing ongoing programs, services, and support to the hard of hearing community in and around the greater Montréal area since 1979 - over 40 years.

Many of our team and board members are people affected by hearing loss. We understand and are concerned with the struggles and the difficulties that people with hearing difficulties often experience in their daily lives. As a largely “invisible” disability, there are many “myths” and misconceptions about hearing loss. Our vision is a community where we can hear, be heard and thrive.

Job Types: Full-time, Fixed term contractContract length: 8 weeks

Pay: $18.00-$20.00 per hour

Benefits:

• Flexible schedule

Education:

• Bachelor's Degree (preferred)

Experience:

• Front desk: 1 year (preferred)
• Administrative experience: 1 year (required)

Language:

• French (preferred)

Work Location: In person

Application deadline: 2024-07-05Expected start date: 2024-07-10