Executive Assistant

Colleges and Institutes Canada•Ottawa, ON

32d•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! Why Choose Us? Impactful Work: Be part of a mission-driven organization dedicated to advocacy for colleges and institutes across Canada. Collaborative Environment: Work alongside a diverse team of professionals who are as committed to excellence as you are. Innovative Culture: Embrace a culture that values creativity, innovation, and forward-thinking solutions. Salary: Obtain a highly competitive compensation Ready to Take the Next Step? Don’t miss out on the chance to be part of something extraordinary!

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 the following software: 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.

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 and is required to arrange logistics, prepare and distribute agendas and minutes, ensure 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.
Advises the Division management on the administrative implications of new or revised policies.
Administers and oversees the financial budgets of the Executive.
Assists in the co-ordination of employee/labour relations’ matters for the assigned Division.
Performs other duties as assigned.