Job Opportunity: We're Hiring a Full-Time Executive Assistant based in Ottawa

We are currently hiring a full-time Executive Assistant to be based out of our Ottawa office.

Reporting to the Executive Director, the Executive Assistant will be responsible for supporting the governance function of the organization; assisting the Executive Director in organizing and scheduling meetings; and supporting operational, human resources, and event management functions of the organization.

The Executive Assistant’s responsibilities will include:

Executive Office and Board Support

  • Assist the Executive Director with meeting management, scheduling, travel, and logistics, including completing expense reports on their behalf
  • Support a range of governance activities, including development and review of governance policies and processes from an anti-racist and anti-oppressive lens; supporting the recruitment and appointment of new Board members; devising and supporting orientation and developing, implementing, and continuously monitoring and improving a governance framework and handbook in line with Action Canada’s values
  • Support all Board and Committee meetings and retreats, ensuring smooth logistical and other arrangements – including convening and attending meetings, organizing travel and accommodation, processing per diems, minute-taking, and ensuring actions are communicated and taken forward by the appropriate people
  • Support the production of Board and Committee agendas and reports
  • Ensure Board documents are kept updated, and respond to requests for materials
  • Coordinate invoices with finance and administration staff, including coding of invoices and expense claims
  • Submit annual (or as required) changes in Board membership for appropriate government and organizational reporting purpose
  • Other duties as may be assigned by the Employer

Human Resources Support

  • Support the Director of Operations in HR-related work
  • Support the Director of Operations in developing, implementing, and monitoring new policies as needed
  • Manage the leave tracking system
  • Oversee hiring, onboarding and offboarding processes for employees, including setting up interviews and coordinating with candidates
  • Provide day-to-day HR guidance, support and interpretation of existing HR policies and procedures for staff members
  • Assist in the coordination of performance appraisals
  • Other duties as may be assigned by the Employer.

Operations Support

  • Book travel and accommodations for staff retreats and programme-related meetings as needed
  • Manage logistics for meetings and events, including retreats, fundraising events, and social activities of the organization
  • Support Associate organizations through managing the annual renewal process, supporting the Bentley Awards process, and processing bulk supply orders
  • Manage the Action Canada office in downtown Ottawa, including maintaining office supplies, coordinating office cleaning, and orienting new employees to the office
  • Other duties as may be assigned by the Employer.

Qualifications

  • Minimum of five years of executive and Board support experience, preferably in a non-profit, charitable, activist, or civil society organization.
  • Knowledge of and commitment to Action Canada’s mission and values.
  • Strong verbal and written communication skills in English. French would be considered a strong asset.
  • Commitment to and demonstrated effectiveness working as part of a participatory, cross-professional team; ability to develop strong working relationships with coworkers. 
  • Demonstrated commitment to anti-racist and anti-oppressive principles and practices.
  • Strong computer skills, including with Microsoft Office, online conferencing tools (e.g., Zoom), project management (e.g., Asana), and cloud-based document management (e.g., Dropbox, SharePoint).
  • Demonstrated experience coordinating travel arrangements and managing meeting and event logistics.
  • Exceptional organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail
  • Demonstrated proactive approaches to problem-solving, with strong decision-making capability
  • Ability to work independently with minimal supervision.
  • Flexible and adaptive, able to respond quickly and effectively to changing circumstances.
  • Ability to maintain a high level of integrity and discretion in handling confidential information.
  • Some travel may be required.
  • Must be eligible to work in Canada.

Compensation and Benefits

This is a full-time (37.5 hours per week), salaried position. Salary for this position is $60,900 per annum. Action Canada also provides a generous benefits program, including extended health and dental benefits, leave allowances, and RRSP contributions.

Location

This position is Ottawa-based, with an option to work from home or in a hybrid capacity. All candidates must be legally able to work in Canada.

To Apply

Send your cover letter and CV, outlining how your experience meets our requirements, to: jo[email protected] with the subject line: Executive Assistant – [Your Last Name] by 11:59pm EST on Sunday, January 29, 2023.

Hiring Process and Timeline

Interviews will take place the weeks of February 6 and 13, with a start date to be negotiated with the successful candidate.

The hiring process will include a one-hour panel interview to take place over video conference and a short skills-based test.

Action Canada is committed to working within an anti-racism and anti-oppression framework and dismantling the white supremacy inherent to the SRHR movement. We are explicitly inviting women and gender diverse members of Black, Indigenous, and racialized communities to apply and self identify in your cover letter. We welcome applications from people living with disabilities; please let us know if you require accommodations at any stage of the recruitment process.

At this time, all staff at Action Canada are working from home, and the interviewing and on-boarding process will occur remotely. We acknowledge that COVID-19 has caused disruptions to many lives and people may require additional accommodations. We thank all applicants in advance; however, only those invited for an interview will be contacted.

 

 

Posted on 2023-01-18
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