Constituency Assistant: Admin/Front-of-house

Job description

Job title: Constituency Assistant

Work location: Constituency Office, MP Charles Sousa, 1077 North Service Road, Mississauga, ON, L4Y 1A6

Employer: General Manager, Member of Parliament

Working conditions: Full-time, in person. Local travel may be required. Occasional long hours, evenings and weekends

Summary: Reporting to the General Manager and Member of Parliament, the Constituency Assistant supports the operations of the Member of Parliament’s team from the constituency office by providing excellent service to the Member’s constituents.

Key responsibilities include responding to phone calls, emails, and in-person inquiries and supporting constituents navigating federal programs and services with agencies including Immigration, Refugees, and Citizenship Canada, the Canada Revenue Agency, Passport Canada and Service Canada.

The Constituency Assistant advances the Member’s main objectives, provides responses to constituent general inquiries, and offers compassionate support for issues with federal departments and agencies. This role requires strong interpersonal and problem-solving skills, discretion, empathy, and an understanding of government processes. The Constituency Assistant must balance compassion with objectivity while managing multiple files in a fast-paced, politically sensitive environment.

Duties and responsibilities

-Leads:

• Answering telephone calls and responding to in-person inquiries, while providing information, directing callers/visitors to other team members and offices where appropriate, and taking detailed notes.
• The creation and supervision of the Member’s calendar, including reviewing and discussing commitments, planning and coordinating meetings and events, informing the Member of any changes, making travel arrangements, and briefing the Member on any specific and pertinent information prior to meetings/events.
• Building and maintaining positive relationships with key stakeholders in the community.
• Intake of new cases for constituents seeking assistance in navigating federal programs and services, including immigration, employment insurance, pensions, taxes, benefits, and passports.
• The provision of on-site support to the Member at community events, including by triaging and logging in-person inquiries and by capturing photo and video content for use in print and digital products and on social media, including during evenings and weekends.
• Planning and execution of Member-led community events including, but not limited to: town halls, receptions, barbecues, and film screenings.
• Other related duties within the scope of the position.

-Supports:

•  Advocacy efforts on behalf of constituents by liaising with government departments and agencies to resolve complex or time-sensitive issues.
• Maintaining accurate and confidential records of constituent interactions, correspondence, and case progress using Case Resource Management software.
•  Providing timely updates to constituents on the status of their files and next steps.
• Providing various administrative services to the Member and staff to ensure the flow of operations and to help the constituency office achieve its goals and priorities.
  

Knowledge, skills and abilities

•  Knowledge of administrative methods, techniques and practices to make the office’s operations as efficient as possible.
• Ability to manage multiple priorities, meet strict deadlines, and work independently to efficiently manage multiple and concurrent cases.
• Strong ability to communicate orally and in writing.
• Demonstrated ability to handle complex, sensitive and confidential information with discretion and tact.
• Ability to remain professional and composed under pressure.
• Ability to manage competing priorities in a fast-paced political environment.
• Proficiency with the Microsoft Office suite.
• Interest in Canadian politics and awareness of current local, national and global issues.
• Understanding of federal government programs, services and government processes is an asset.
• Knowledge of the Member’s policy areas or party platform is an asset.

 Education and experience

• Post-secondary degree from a recognized institution OR an acceptable combination of education, training and relevant experience.
• Experience working in an office setting, especially in an administrative role.
• Experience working in a politically sensitive or public-facing environment is an asset.
• Residence in Mississauga - Lakeshore is an asset.