Posted: July 5, 2022
Interested parties please contact: Doug Chiasson, Executive Director, at email@example.com
Under the supervision of and reporting directly to the Executive Director, the Executive Assistant is responsible for coordinating and executing the day-to-day administrative activities of the organization; and providing administrative support to the Executive Director, Board of Directors, Executive Committee and other Committees. As a senior administrator, the Executive Assistant is expected to work with or without supervision of the Executive Director. Attendance at meetings and special events including some travel is required. The Executive Assistant position requires taking initiative and effective decision-making. The Executive Assistant must be able to prioritize assigned work in order to meet varying deadlines and time constraints. The Executive Assistant is part of a team with the ability to effectively interact with staff, Board members, contractors, members and partner organizations in a proactive and professional manner. Flexibility and ability to work under pressure is required to meet multiple demands and changing priorities. The successful applicant will possess excellent written and verbal skills in both official languages, computer literacy, and strong organizational skills.
DUTIES AND RESPONSIBILITIES
Composing and/or editing a variety of documents. This includes correspondence, reports, memoranda, contracts, proposal writing and editing, along with public and member communications.
Maintain all aspects of the Institute’s Policies and Procedures Manual, and administrative procedures, including the review, evaluation and implementation of new procedures, as required and/or instructed.
Oversee and assist with planning and organizing meetings and special events.
Act as a representative of the Executive Director at meetings, seminars and conferences, as required.
Support the Executive Director and Communications Manager with basic updates to FIC’s website and social media.
Co-ordinate appointments, meetings and travel for Board and staff.
Day-to-day administrative support for the Executive Director and contractors.
Handle incoming and outgoing mail, forwarding or drafting responses where appropriate.
Oversee incoming revenues for the organization (grants and contributions, core funding due from each partner, core membership fees, etc.).
Develop and maintain well organized filing and Microsoft Sharepoint archive system that permits easy reference and rapid retrieval of information, including historical archives in Ottawa.
Act as main liaison with outside service providers, including insurance providers, financial advisors, storage companies, translators and bookkeeping services.
Board of Directors Support:
Organize and support the organization and logistics of the Institute’s Annual General Meeting and provide on-site support as required.
Membership, Board and Committee secretariat support, including preparation of background material, meeting agendas and meeting materials, and the recording and writing of minutes of meetings and preparing reports on action items.
Oversee the drafting of the monthly Activity Report for the Board of Directors; Annual Report; committee reports; and other meeting documents as required.
The successful applicant must be based in the Ottawa area.
Competitive salary, commensurate with experience.
Retirement savings matching.
Group health insurance.
$45,000-$55,000, commensurate with skills and experience.