Executive Assistant

  • Category
    Office, clerical & administrative - Non-Profit
  • Job type
    Direct Hire
  • Location
    Ottawa, Ontario

Adecco is currently hiring a permanent Executive Assistant for our Non-profit client located in Ottawa, ON. To be considered for the position of Executive Assistant, you must have a minimum of 5 years of relevant experience including direct experience with boards of directors, with 3 years of relevant experience in meeting planning. As well, you must be well versed in not-for-profit governance and legal requirements.

The ideal candidate for the position of Executive Assistant, will have the ability to use the Microsoft Office Suite effectively within a professional environment and the ability to work productively, independently and as part of a small but dynamic team. The ideal candidate will be confident in communicating ideas in a professional and friendly manner. Posses exceptional written and verbal communication skills in English. Experience working in a non-profit organization and Written and verbal proficiency in French is an asset.

Our client is a voluntary association of provincial and territorial pharmacy regulatory bodies as well as the Canadian Forces Pharmacy Services. The association provides a platform for its members to discuss issues and to take a national approach in addressing common issues in the practice of pharmacy in Canada. This is a permanent Full-Time position starting in early December. They offer a competitive Salary, full benefits, Matching RRSP program and 2 weeks paid vacation.

Role Summary:

The Executive Assistant supports the client’s ability to meet its governance and legal requirements under the Canada Not-for-profit Corporations Act. This includes coordinating the activities for optimal association governance and being the principal support in matters related to Board interaction and preparing draft materials for meetings. The Executive Assistant will organize in-person meetings for the board, its committees and working groups, as well as other events, from the beginning of logistics planning to liaising with venues and suppliers and seeing through to a smooth outcome.

 

Executive Assistant Key Responsibilities:

  • Coordinate the Board nomination process and compile all relevant documentation.
  • Annual filing requirements of CNCA and maintaining files for corporate records.
  • Maintain an up-to-date knowledge of the Canada Not-for-profit Corporations Act (CNCA) and other relevant legislation to act as a subject matter expert in support of the Executive Director and to advise other employees.
  • Updating Board bylaws when required.
  • Coordinate and review expense claims for board and committee members.
  • Communicate meeting details to Board and committee members.
  • Monitor Board member attendance and quorum requirements for each meeting and advise of status to prevent not meeting quorum.
  • Set up virtual meetings (i.e. web and teleconference connections) for Board meetings and for Board orientation sessions.
  • Create online surveys for each Board meeting.
  • Update the Board orientation package and update the document as necessary.
  • Arrange for orientation sessions
  • Execute Board special projects, as identified. This can include policy development and the completion of strategy and communication projects.
  • Draft and support production of materials needed for Board meeting (content), as directed.
  • Develop Board meeting minutes from notes and circulate the minutes to the Board and relevant internal stakeholders.
  • Act as a main point of contact for Board Members and other groups, as required.
  • Initiate overlapping critical paths to ensure all meeting planning tasks are addressed for each event, inconsideration of the team’s priorities and workloads
  • Identify dates for Board meetings and solicit proposals for hotel venues.
  • Support the structure and delivery of Board meetings. This includes project management agenda development, all necessary communications, report development, and notices.
  • Prepare materials for logistical meeting support (working programs, tent cards, etc.)
  • Support the organization of Board meetings by scheduling travel, booking venues, distributing agendas and coordinating meeting materials.
  • Liaise with venue representative for all meeting and audio-visual requirements.
  • Prepare meeting planning documents (re Banquet Event Orders, agreements, etc.)
  • Prepare itineraries, binders and other tools required by the Executive Director and Chair for Board meetings, Annual Meeting of Members, committee and working group meetings as needed.
  • Coordinate potential location and details for Board meeting/Annual Meeting dinners and/or receptions as required.
  • Coordinate photograph session during Annual Meeting of Members

 

Executive Assistant Key Qualifications:

  • Five (5) years of relevant experience including direct experience with boards of directors.
  • Three (3) years of relevant experience in meeting planning.
  • Well versed in not-for-profit governance and legal requirements. This requires an effective knowledge of related legislation.
  • Ability to use the Microsoft Office Suite effectively within a professional environment.
  • Ability to work productively, independently and as part of a small but dynamic team.
  • Demonstrated ability to identify sources of and provide information and guidance on matters that may be of interest to the Board of Directors
  • Strong interpersonal skills and can meet the professionalism standard necessary to work with a Board of Directors.
  • Exceptional organizational skills to successfully deliver simultaneously diverse assignments and events
  • Outstanding listening skills with a strong desire to help and demonstrated ability to develop strong working relationships that encourage cooperation.
  • Ability to work well as a team player, be self-motivated and to problem solve independently and in team situations.
  • Desire to contribute to the overall success of time company
  • Confident in communicating ideas in a professional and friendly manner.
  • Exceptional written and verbal communication skills in English
  • Asset: Experience working in a non-profit organization.
  • Asset: Written and verbal proficiency in French.

To be considered for this Permanent Full Time Executive Assistant opportunity located in Ottawa, ON please click Apply Now!

 

  • Apply with Adecco

Reference number CA_EN_1_021956_680296

Accommodation will be provided in all parts of the hiring process as required under Adecco’s Employment Accommodation policy. Applicants will need to make their needs known in advance to their Adecco representative.

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