Executive Assistant/HR Coordinator - Temp Mar 31 2027

Colleges and Institutes Canada•Ottawa, ON

1d•CA$69,965 - CA$85,643•Hybrid

About The Position

Join Our Dynamic Team at Colleges and Institutes Canada (CICan)! Are you ready to make a difference in the world of education? At Colleges and Institutes Canada, we’re on the lookout for passionate, innovative, and driven individuals to join our team. If you’re eager to contribute to a vibrant community and work to strengthen Canada’s publicly supported colleges, institutes, CEGEPs, and polytechnics, we want to hear from you! This Executive Assistant (EA) position supports and reports to our Vice President in Operations and Culture. Provides administrative assistance to aid in the planning, co-ordination and management of the day-to-day operations and activities of the Executive and of the Division. Acts as coordinator and secretary for various committees and working groups and is required to arrange logistics, prepares and distributes agendas and minutes, ensures that decisions are followed up on in a timely fashion, and that issues are brought to the attention of the Executive or the appropriate Division management member. Collaborates with other Divisions to ensure effective and efficient information flow. Deals with high level contacts inside and outside of CICan. Continuous innovation and the effective leveraging of emerging technologies are key priorities at CICan. As such, someone who is passionate about process improvement, open to change, and confident in adopting AI and other modern tools in his/her day-to-day work will thrive in this role. A unique aspect of this position is that supporting the Human Resources department as an HR Coordinator forms part of its core responsibilities. This provides valuable hands-on experience across a broad range of HR functions and offers meaningful exposure to the Human Resources field while contributing to key organizational initiatives.

Requirements

Diploma from a post-secondary institution in Administration or an equivalent combination of education and experience.
Minimum 3 years of experience in dealing with high level contacts, internal and external to an organization.
Minimum 3 years of experience in the preparation of a variety of documents, reports, correspondence and presentations.
Minimum 3 years of experience in making travel arrangements.
Minimum 3 years of experience in writing at a professional level in both French and English.
Minimum 3 years of experience in developing office procedures.
Minimum 3 years of experience in developing workplans and forecasting budgetary requirements.
Minimum 3 years of experience working with Office 365 suite and financial reporting systems such as Microsoft Dynamics 365 Business Central (BC).
Knowledge of office administration procedures and processes.
Knowledge of human resources, financial and administrative processes and practices.
Knowledge of Microsoft Office Suite.
Knowledge of Project Management principles.
Knowledge of Information management principles and practices.
Knowledge of Canadian educational sector.
Knowledge of Artificial Intelligence (AI) tools and its applications.
Bilingual - English and French.

Nice To Haves

Someone who is passionate about process improvement.
Someone who is open to change.
Someone who is confident in adopting AI and other modern tools in his/her day-to-day work.

Responsibilities

Provides administrative assistance to aid in the planning, co-ordination and management of the day-to-day operations and activities of the Executive and of the Division.
Acts as coordinator and secretary for various committees and working groups.
Arranges logistics, prepares and distributes agendas and minutes for committees and working groups.
Ensures that decisions are followed up on in a timely fashion.
Brings issues to the attention of the Executive or the appropriate Division management member.
Collaborates with other Divisions to ensure effective and efficient information flow.
Deals with high level contacts inside and outside of CICan.
Supports the Human Resources department as an HR Coordinator.