Executive Assistant

Position: Executive Assistant

Type: Full-Time Permanent Position

Location: Ottawa

Designation: Hybrid - Preference will be given to candidates residing in Ottawa. If you are not residing in Ottawa, you must live in Ontario and be able to attend two board meetings per year in Ottawa.

Imagine a job where you can use your exceptional administrative and organizational skills to help innovate, scale, and grow our dynamic organization. Imagine a job where you can use your meticulous attention to detail and your strong interpersonal skills to support a dynamic group of professionals including the CEO and the Board of Directors.

About Our Organization: The number ONE job of our organization is to ensure the quality and safety of the general public through standards, accreditation, and continuous improvement. Our organization is responsible for accrediting health care professionals and assisting education programs in Canada.

The Right Fit: We have a culture of respect and inclusion, and we seek employees who will thrive in our environment. When hiring, we consider your potential and how you will fit with our team.

The Compensation Package Includes:

1. 70K to 75K salary range
2. Comprehensive benefits
3. Employer RRSP matching
4. 3 weeks of paid vacation
5. Hybrid working model

You Will Succeed Here If You Are:

1. Independent: You are self-motivated and manage your time effectively. You can organize your day to meet often conflicting priorities and deadlines.
2. Detail-Oriented: You value accuracy and have a history of completing work on time with minimal errors.
3. Flexible: This is a position where you will wear many hats. You must be flexible to assist the CEO and the greater team as needed.

The Role: The Executive Assistant will provide comprehensive administrative support across multiple projects and operational activities. You will support the CEO, Board of Directors, Board Committees, and external Members. This role is responsible for managing the CEO’s schedule and correspondence, ensuring effective governance support, and handling office administration, travel, and accommodations.

What You Will Be Responsible For:

1. Governance / Committee Support: Provide comprehensive administrative support to the Executive Office, working directly with the CEO, external stakeholders, and members of the Board and its committees.
2. Liaise with senior external executives and their staff, including funding partners and other stakeholders.
3. Manage the governance cycle of Board and committee meetings, including developing agendas, meeting packages, minutes, monitoring action items, and serving as a resource on bylaws and policies.
4. Maintain accurate records of Board and committee activities, decisions, and resolutions.
5. Manage the nominations process for new committee members and Board Directors, including maintaining up-to-date lists and term details.
6. Support the Annual Members Meeting, including managing invitations and associated correspondence, developing meeting materials, and recording minutes and action items.
7. Coordinate all Board and Committee expense reports.
8. Act as a trusted partner in discreetly handling sensitive and confidential matters.
9. Coordinate and schedule Board and committee meetings, ensuring compliance with governance policies and procedures.
10. Prepare and coordinate venues, materials, and catering for corporate meetings and events.

CEO Support:

1. Manage the CEO’s calendar, schedule appointments, and arrange meetings and conferences.
2. Handle incoming and outgoing correspondence on behalf of the CEO and prepare documents and presentations.
3. Arrange travel, accommodations, and itineraries for the CEO.

Office Administration:

1. Oversee general office operations, including ordering supplies, managing office equipment, and ensuring a clean and organized workspace.
2. Coordinate with IT and other departments to resolve any office-related issues.

File Management:

1. Maintain organized and up-to-date electronic and paper filing systems.
2. Ensure the confidentiality and security of sensitive information.
3. Maintain governance files.

Additional Administrative Functions:

1. Maintain our website (basic updates only) and master contact lists.
2. Maintain the annual planning calendar of recurring activities, events, and meetings.

What Makes You the Ideal Candidate?

1. Governance experience supporting a Board and knowledge of governance principles and processes is considered an asset.
2. Excellent oral and written communication skills with the ability to communicate in an engaging and accessible manner to reach a diverse set of stakeholders.
3. Proactive approach to work with independent problem-solving skills.
4. Excellent organizational and time management skills, with the ability to work under pressure, meet deadlines, multitask, and prioritize.
5. Proven interpersonal skills, including patience, discretion, integrity, and good judgment.
6. Exceptional attention to detail with the ability to create solutions for complex problems.
7. Superior phone manner and customer service skills, with the ability to take minutes and plan events.
8. A seasoned administrator who can build positive relationships with Board Members, staff, and stakeholders.
9. Advanced proficiency in MS Office including calendar management, email and advanced Microsoft functions, Zoom, MS Teams, and Adobe.
10. Data entry skills with demonstrated speed and accuracy.

Required Education and Skills Background:

1. College Diploma in Administration, Business, or a related field, or equivalent work experience.
2. 5 to 7 years of experience in an administrative position supporting senior executives and Boards, preferably within a healthcare or public sector setting.
3. Familiarity with processes for determining and maintaining confidentiality of sensitive materials.
4. Governance experience supporting a Board and knowledge of governance principles and processes is considered an asset.
5. French bilingualism is an asset.

We are an equal opportunity employer. We encourage all qualified individuals who identify as part of an equity-seeking group to apply. We are committed to a barrier-free, equitable, and inclusive recruitment process and workplace. Our goal is to ensure our organization and staff are reflective of the diversity of the community, and we welcome any feedback in this regard.

How to Apply: Please submit your resume to Katherine Taylor at [emailprotected]. We are committed to fostering a healthy and positive work environment. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, and the Ontario Human Rights Code, we encourage applications from all qualified candidates and will accommodate applicants' needs throughout all stages of the selection process. If selected to participate in the recruitment and selection process, please inform the representative from Taylor McMahon of any accommodations you may require to ensure your equal participation. We look forward to hearing from you!