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Administrative and Communications Assistant

Multicultural Council of Saskatchewan, Regina
Deadline: September 11, 2019 - September 30, 2019


Name: Rhonda Rosenberg




September 30, 2019

Responsible to: Executive Director

Starting Salary: $37,500 per year

Hours: Full-time: 37.5 hours per week (9:00 am to 4:30 pm; Monday to Friday) with some
need for evening and weekend availability

Start date: October 16, 2019 (or as soon as possible) to March 31, 2020

The Multicultural Council of Saskatchewan is committed to promoting, fostering, improving and developing multiculturalism in the cultural, economic, social and political life of Saskatchewan while working to achieve equality of all residents. MCoS is a non-profit charitable provincial cultural organization that provides service and support to multicultural and ethnocultural organizations across Saskatchewan. The office is located in Regina.

We are currently seeking an experienced Administrative and Communications Assistant for a temporary full-time position. If the position becomes permanent, it will include comprehensive benefits and pension plan packages.


The Administrative and Communications Assistant is responsible for interacting with and providing support to staff, volunteers and the public.

Reception: The position is responsible for ensuring the members, stakeholders and the general public are able to access MCoS services and information reliably and consistently. Tasks associated with this responsibility include:

Ensuring that the office is open during office hours
Greeting visitors in a welcoming and respectful manner
Answering phone calls, taking messages, forwarding calls
Handling inquiries from staff, clients and other stakeholders within the capacity
Relaying information accurately, clearly, concisely and in a courteous manner

Mail: The position is responsible for ensuring all correspondence received by or originating from MCoS is handled appropriately. Tasks associated with this responsibility include:

Collecting, opening, recording and routing incoming mail, faxes and materials
Assembling, recording, stamping and labelling outgoing mail
Sending, forwarding and replying to emails as appropriate
Sending faxes as required
Accurately maintaining and updating mailing and contact databases

Records Management: The position is responsible for the preparation and management of documents and records for MCoS. Tasks associated with this responsibility include:

Providing secretarial support to staff, members and volunteers under the direction of the Executive Assistant
Creating and filing electronic copies of documents
Printing, copying, filing, scanning, and distributing (mailings, meetings, etc.) documents
Maintaining and improving office filing system (computer and paper) under the direction of the Executive Assistant
Establishing and maintaining a data management system to support reporting and the accountability of MCoS: tracking incoming calls, e-mails, mail, visitors, etc. for statistical reports

Office: The position is responsible for the day-to-day oversight of the MCoS office. Tasks associated with this responsibility include:

Handling office needs such as delivery, parcel service, etc.
Ordering and maintaining supplies as required with a consultation with EA
Maintaining a clean and tidy entrance and office
Maintaining office equipment while following office policies and procedure

Financial Process Support: MCoS bookkeeping and payroll are done externally. This position is responsible for the maintenance and preparation of MCoS documents related to finances and communication with bookkeepers and others. Tasks associated with this responsibility include:

Preparation of cheque requests
Preparation of deposits
Monitor and record payments, payables and receivables
Assisting with year-end finances

Travel and Meeting Arrangements: The position is responsible for travel and meeting logistics for MCoS staff, board members and other volunteers and contractors of MCoS as required. Tasks associated with this responsibility include:

Arranging meeting and event facilities, registration, accommodation, etc.
Organizing details and travel arrangements for Board, committee and general meetings
Preparing and processing expense claims

Communications: The position is responsible for supporting the communications of MCoS to members and stakeholders. Tasks associated with this responsibility include:

Website and social media (expertise using WordPress, Hootsuite and other social media platforms)
Media Scanning
Graphic design skills and experience are an asset
Developing and managing a system to collect community information that may be of interest to multicultural stakeholders
Preparing and/or inputting communications updates to distribute information of interest to multicultural stakeholders through the newsletter and website
Undertaking internet research as requested (e.g. for speeches and campaign planning)

Other duties as required

Knowledge, Skills, Abilities and Requirements:

Applicants for this position must have a relevant combination of a post-secondary certificate, diploma or degree along with prior experience in an administrative role, and administrative experience
This position requires exceptional communication skills and a positive attitude
Excellent knowledge of Microsoft Office 365 is essential
Website and digital content management – WordPress, Hootsuite, YouTube, Facebook, Twitter, Instagram, and LinkedIn;
Proficiency in the use of the following office technology: computers, voice messaging systems, photocopier, mail station, etc.;
Graphic design with knowledge of Adobe Creative Suite and Adobe Premiere Elements, photography, video, and desktop publishing;
Strong organizational skills and a commitment to professionalism, including the ability to multi-task, manage timelines and multiple deadlines
Demonstrate a proven track record of working harmoniously within teams
Independent, energetic, analytical, self-starting and responsible worker, driven by successful, punctual and quality outcomes
Experience in non-profit or community-based organizations an asset
Have the ability to travel in Saskatchewan from time to time, and have a valid driver’s licence; and
Be willing to work occasional evenings and weekends.

This position requires a criminal record check.

MCoS appreciates all responses to this competition, however, only those candidates selected for an interview will be contacted. We are committed to workplace diversity.

Please make any inquiries and submit cover letter and résumé electronically by 5:00 p.m. Monday, September 30, 2018, to Rhonda Rosenberg, Executive Director at