Executive Assistant - CSJ

Status: Summer 2024: June 24, 2024 – August 16, 2024 (8 weeks, 35 hrs/week)

Reports to: Chief Program Officer

Location: Various Locations

Position Summary

The Executive Assistant plays a vital role in supporting our senior management team. This position is responsible for ensuring the smooth operation of the Management office and helping us achieve our goals at OCISO. Under the guidance of the Executive Team, the Executive Assistant handles various administrative tasks, including event planning and operational support. Additionally, they oversee office management and contribute ideas for new programs and projects. They're also ready to assist the team with other tasks.

Main Responsibilities:

• Facilitates efficient communication by managing critical issues and ensuring the Executive Team is well-informed about significant matters within OCISO.
• Organizes external meetings seamlessly, handling invitations, agendas, minute-taking, venue setup, catering arrangements, and providing telephone support.
• Deals with high-level and sensitive inquiries from callers and visitors effectively.
• Prepares and oversees the submission of concise briefs and reports to the Executive Team while also maintaining statistical records as needed.
• Manages the Executive Team’s schedule, including coordinating meeting logistics.
• Maintains an efficient filing system for the Executive Team's office and corporate files to ensure easy access to information.
• Handles public inquiries promptly and professionally, providing accurate information as needed.
• Assists the Executive Team by executing any additional tasks as required.

Candidate Eligibility

• Between 15 and 30 years of age (inclusive) at the start of employment
• Canadian Citizen, permanent resident, or person on whom refugee protection has been conferred under the Immigration and Refugee Protection Act
• Legally entitled to work in Canada according to the relevant provincial/territorial legislation and regulations

Qualifications:

• Enrolled as a post-secondary student in the previous academic year and intending to return to school full-time in the next academic year
• Enrolled in post-secondary social sciences, business administration, HR related courses and equivalent experience
• Experience in working with diverse cultural backgrounds
• Sound knowledge of different issues facing newcomers to Canada, specifically refugees and immigrants
• Strong facilitation and public speaking skills
• Flexibility regarding work location
• Strong work ethic, leadership and the ability to multi-task
• Strong communication, interpersonal, organizational and time management skills
• Fluency in written and spoken English is essential
• The ability to speak other languages that are spoken by the diverse communities in Ottawa is an asset
• Ability to work with a diverse youth group in a sensitive, respectful and non-judgmental manner
• Ability to work as a team member, individually, and with minimal supervision

Salary: $16.55/hour

How to Apply:

Please send the following documents to HR Department at: recruitment@ociso.org, by June 3, 2024, by 12:00 p.m. (EST) Rolling interviews will be conducted.

We encourage applications from qualified people of all backgrounds, especially women, members of visible minorities, Indigenous persons, and persons with disabilities.

OCISO is committed to accessibility in employment and to ensuring equal access to employment opportunities for candidates, including persons with disabilities. In compliance with AODA, OCISO will endeavour to provide accommodation to people with disabilities in the recruitment process upon request. If you are selected for an interview and require accommodation due to a disability during the recruitment process, please notify the HR Administrator upon scheduling your interview.

Thank you for your interest in joining OCISO. We appreciate all applications.Due to the volume of applicants, we are only able to contact those selected for further consideration process upon request.