Assistant, Program Governance and Performance

The Federation of Canadian Municipalities (FCM) is the national voice of municipal governments, representing the interests of cities and communities with the federal government.  Position

Assistant, Program Governance and Performance 

Growth & Development - Green Municipal Fund (GMF)

Level 2

Our salaries generally range from $51,000 - $58,000, and are based on qualifications and experience

Bilingual English and French is an asset

Permanent Full-Time

Hybrid (Ottawa)

Why GMF is the place for you

At GMF, we empower our people to create change where it has the most impact – municipalities. GMF is a $1.6 billion permanent endowment from the Government of Canada, managed at arm's length, making it nimble and available for higher-risk, higher-impact initiatives. A further $530M investment into GMF to support the National Adaptation Strategy was announced in November 2022. Our team is committed to helping local governments switch to sustainable practices faster. GMF is the cornerstone program of the Federation of Canadian Municipalities (FCM).

Our unique mix of funding, resources, and training gives municipalities the tools they need to build resiliency — and create better lives for Canadians. Through GMF, municipalities have reduced carbon emissions; built better transportation assets; constructed efficient and resilient buildings; diverted waste from landfill; made previously unusable land available for development; and improved soil and water quality.

You in this role

Reporting to the Green Municipal Fund (GMF) Senior Manager, GMF Governance and Performance, the GMF Governance and Performance Assistant provides direct administrative and operational assistance to the GMF Governance and Performance (G&P) Team. Key responsibilities include providing comprehensive and efficient administrative support, including monitoring calendars and daily schedules, developing, and managing contracts and financial transaction, assessing priorities, coordinating, and supporting meeting and event logistics, taking meeting minutes, organizing staff and external stakeholder meetings and retreats, The incumbent also supports the Team to coordinate and implement team planning, audit, evaluation, data gathering and reporting initiatives.

The future of work at FCM includes FCM becoming an even more member-driven organization that balances the realization of its goals with a people-centred approach. The incumbent embodies FCM’s commitment to being a healthy, diverse, inclusive, and anti-racist organization.

What you’ll be doing

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• Provides administrative assistance to the G&P Team, which includes monitoring and maintaining calendars and daily schedules, assessing priorities, coordinating and scheduling meetings, preparing documents and other relevant information in line with Team priorities.
• Provides administrative support in the daily operations and activities of the Team, which includes file management, note taking, coordinating translation services, tracking weekly team updates, and coordinating logistics.
• Supports the GMF Governance Team by taking the meeting minutes for GMF Council meetings.
• Monitors and manages incoming correspondences (such as team email accounts) as needed.
• Prepares, reviews and provides feedback for outgoing correspondence and documents, as requested.
• Provides support for weekly team meetings, quarterly and annual team planning retreats (scheduling, booking rooms/venues, taking minutes, maintaining rolling agenda, etc.)
• Coordinates all travel, meeting, and conference logistics for Team staff. Prepares relevant materials and tracks expenditures in relation to travel and meeting logistics.
• Establishes and maintains electronic filing systems for effective record keeping and efficient retrieval of information. Ensures proper disposal or archival of documents that are no longer required in accordance with the FCM records retention policy.
• Supports management with budget entries and tracking of expense claims and other budget items.
• Verifies, codes, and processes invoices, visa statements, and expense claims. Ensures financial guidelines and any terms of contracts are respected.
• Coordinates set-up and orientation (onboarding) for new staff.
•   Participates in the recruitment and selection of GMF administrative office staff.
• Establishes and maintains relationships with third parties/vendors overseeing contract implementation.
• Works with the GMF Administrative Team to ensure appropriate integration, cohesion, efficiency, and compliance with FCM’s or GMF’s administrative policies and procedures.
• May be called upon to undertake projects or other administrative duties as needed.

Your skills make us better 

• Post-secondary education in administration, project management, or a related discipline.
• Minimum of three years of experience providing administrative support in a fast-paced work environment.
• Knowledge of business support processes, tools and administrative management practices and procedures.
• Proficient in the use of software including Microsoft Office suite and familiarity with a Customer Relationship Management (CRM) system is considered an asset.
• Very strong organizational and interpersonal skills.
• Demonstrated ability to multi-task in a fast-paced environment with conflicting priorities and tight deadlines.
• Strong attention to detail and accuracy.
• Ability to work independently with limited oversight and guidance.
• Strong oral and written communication skills are required including presentation skills. 
• Thrives in both a team and independent working environment with limited oversight and guidance.

Why working here rocks 

We prioritize work-life balance with our flexible model:

• When we say flexible work model, we mean that in collaboration with your manager and based on what your team needs, you have the flexibility to determine when you work so that you can enjoy a healthy balance between work and personal demands.
• While you do need to live in Canada for this role, you can primarily work from home. Travel may be required to Head Office in Ottawa periodically. The majority of the GMF team operates from the National Capital Region.
• We do like to visit the areas we are impacting and it allows us to see unique and wonderful parts of our country. You may find yourself traveling nationally 10-15% of the time. 

We don’t just talk about employee wellness, we live it:

• Summer hours between July 1 and Labour Day:
  • 7-hour workdays rather than 7.5
  • Every Friday off in the summer
• Flexible work arrangements to support productivity and well-being
• Commitment to employee development
• Competitive range of employee benefits and services
• Office facilities located in the Byward Market and Ottawa’s downtown core

We’re committed to fostering an organizational culture that embraces equity, diversity, inclusion and belonging , where individuals from diverse racial and ethnic identities, nationalities, social economic status, sexual orientation, gender identity/expression and physical and mental abilities can thrive and be fully engaged at their best level.

We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.

How to apply

If this role speaks to you and the impact you want to make, we’d love to hear from you! Apply today.

The deadline to apply is  May 15th, 2024.

The future of work here includes a hybrid work model; therefore, this role will be a combination of virtual and on-site work.

The successful candidate is required to live in and be authorized to work in Canada. They are also required to be able to work from home/remotely, from within Canada. All in-office work and in-person meetings for work that take place inside and/or outside of the offices located in Ottawa will be subject to FCM’s Safe Workplace Vaccination Policy, as well as its health and safety procedures.

For additional information on this posting, or for further information on FCM, access our website at . Learn more about the Green Municipal Fund at