Executive Assistant

At Canadian Forces Morale and Welfare Services (CFMWS), we’re more than just a workplace; we’re a proud community dedicated to supporting Canadian Armed Forces members, veterans and their families in their daily lives. We carefully curate and provide programs and services designed to meet their unique needs and enhance their mental, social, physical, financial and familial well-being. CFMWS employees deliver programs and services including recreation, sports and fitness programs, customized financial services, retail services, access to retail savings and discounts and offers family support and organizes charity events.

Our success stems from living our values. Our employees care about their role in supporting Canadian Armed Forces members, veterans and their families and act with integrity in all they do. Thriving in our close-knit environment, we act as one team with one mission. We constantly seek new ideas and creative ways to deliver the best possible programs and services.

As an employer, we offer a commitment to your health, wellness and growth. We provide a diverse range of roles across many locations and a career where you can make a meaningful impact.

SISIP FINANCIAL

A full suite of financial solutions, tailored to the realities of our Canadian Armed Forces Members and their families, is offered through the SISIP Financial division within CFMWS. In addition to conventional insurance, investment and financial advice products and services, we pride ourselves in delivering preventative financial education and, where required, counselling, to support our members’ financial wellbeing. At SISIP, we keep our members at the center of everything we do. Our ultimate target is the right solution at the right time for our members, and our commission-free environment reinforces this. As a social enterprise, the profits we make help fund programs within the Canadian Armed Forces (CAF) community to benefit members and their families.

SISIP Financial services are available to Canadian Armed Forces Members both virtually and in-person. We have 23 offices located in CAF communities across Canada. Our national office is located in Ottawa.

THE ROLE

As an Executive Assistant, you will deliver the administrative services for the division and support the division head and management team. You will manage the agenda for the division head including scheduling appointments and meetings, coordinating travel arrangements, preparing site visit agendas and documentation and preparing travel claims and expense reports. You will manage correspondence and inquiries and organize and plan conferences and meetings.

The Executive Assistant will manage the acquisition of division supplies, equipment, services and accommodation. You will record financial transactions and assist in the preparation of the division’s budget. You will also control and coordinate Access to Information and Privacy requests referred to the division.

This is a hands-on role, with lots of interaction with colleagues throughout the organization. If you are passionate about administrative support, understand the value of people, and are detail-oriented and organized, this is the opportunity for you.

QUALIFICATIONS

Education, Certifications and Licenses

College diploma or certificate in Administration, Office Administration, Secretarial Science, or a related field AND some years of experience in office administration, or a related field.

Experience

1. In project management
2. In developing and implementing administrative and office procedures
3. In applying policies and procedures
4. In records management
5. In maintaining filing systems
6. In drafting correspondence and reports
7. In making travel arrangements
8. Client focus, organizational knowledge, communication, innovation, teamwork and leadership

RESPONSIBILITIES

1. Coordinate, plan and deliver the administrative services for the division, and support the division head and management team.
2. Schedule appointments and meetings; manage agendas; coordinate travel arrangements; prepare site visit agendas and documentation; prepare travel claims and expense reports.
3. Manage correspondence and inquiries, including researching for reference documentation; monitoring, re-directing, and following-up on correspondence and inquiries; research, draft and edit correspondence, reports, plans, lists and briefing notes.
4. Coordinate translation requirements.
5. Organize and plan conferences and meetings, including preparing information such as presentations, agendas, related documents and other visual aids; maintaining minutes/records; following up action items; researching venues and negotiating contracts; coordinating participation, travel, expenditures, and social events.
6. Manage the acquisition of division supplies, equipment, services and accommodation.
7. Authorize, monitor, and record financial transactions and commitments within an approved budget.
8. Coordinate the Division budget; assist in its preparation; identify concerns, issues, discrepancies, trends and implement action to reconcile or correct; prepare reconciliation reports.
9. Develop and maintain filing systems.
10. Control and coordinate Access to Information and Privacy (ATIP) requests referred to the Division.
11. Participate on/lead working groups related to the provision of administrative services; research processes; examine options; recommend service improvements.

OTHER INFORMATION

Language Requirement :

Reading : Advanced

Writing : Functional

Oral : Advanced

Start Date : 19 May 2025

This is a hybrid position with an assigned work location allowing the employee to work partly from a corporate office and partly from a home office in accordance with the CFMWS Flexible Work Options Policy, and with approval from the direct manager.

BENEFITS AVAILABLE

Health Benefits : Drug coverage, healthcare spending account, virtual care (telemedicine), Employee and Family Assistance Program, mental health support, travel insurance, dental, vision, life insurance, disability insurance and accidental death and dismemberment coverage.

Work Life Balance : A wide range of paid/unpaid leave, including paid vacation, family related leave and personal days.

Retirement Planning : A Defined Benefit Pension Plan and Group Savings Plans.

Learning and Development : Payment of professional association memberships, online learning opportunities including a LinkedIn Learning subscription and second language training.

Perks : Discounts through CF One Member Appreciation.

INCLUSION AND ACCOMMODATION

CFMWS is committed to providing an inclusive, equitable and accessible environment, where all employees feel valued, respected and supported. We welcome applications from all qualified candidates who can help us build a workforce that reflects the diversity of Canadian society. If contacted in relation to a job opportunity or assessment, you should advise the recruitment team in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.