Executive Assistant

Canadian Centre on Substance Abuse • Ottawa, ON

9d • Hybrid

About The Position

Reporting to the Executive Support and Administrative Services Manager, the Executive Assistant is responsible for managing the day-to-day administrative requirements for assigned member(s) of the Executive Office (E.O.) to help ensure the smooth management of organizational priorities. The role provides support through a combination of project management, writing and editing, research, and administrative and relationship support functions, and assists in managing relationships with external partners, including representatives of provincial, local or federal government agencies and/or private sector organizations. This position is part of an administrative support team that assists other divisions in CCSA as needed.

Requirements

• Eight to 10 years of progressive administrative assistant experience with a minimum of four years as an executive assistant to a senior executive
• Completion of a three-year community college program in business administration or equivalent professional practice in the administrative field
• Ability to communicate effectively and tactfully with staff, Board members, senior government officials and the public
• Knowledge of formal and informal protocols and methods of supporting senior management level positions
• Strong organizational and customer service skills
• Proactive, independent worker while also fostering collaborative teamwork to achieve collective goals
• Ability to work well under pressure with multiple changing demands and deadlines
• Sound judgment, courtesy, dependability and discretion required
• Expert knowledge of MS Office (e.g., Outlook, Word, Excel, PowerPoint) and Adobe Acrobat (e.g., PDF) is essential

Nice To Haves

• Experience working in or with governmental, non-governmental or international organizations
• Knowledge of contact management databases
• Ability to speak languages other than English and French
• Bilingual in English and French preferred

Responsibilities

• Manage the E.O. member(s) calendar, including assessing priorities, scheduling meetings and events, and coordinating travel arrangements and accommodations.
• Monitor the E.O. member(s) immediate and long-term commitments, identify conflicts, and proactively flag emerging issues.
• Prepare meeting agendas, compile briefing materials, and take minutes for meetings as assigned.
• Brief the E.O. member(s) and leadership team on upcoming meetings, key priorities, events, and documents requiring review or approval.
• Manage the flow of documents and correspondence for E.O. member(s) review and approval, ensuring accuracy, completeness, and timeliness.
• Draft, review, format, and proofread internal and external correspondence, presentations, policy briefings, talking points, and proposals, including sensitive and confidential materials.
• Follow up with staff on outstanding action items and ensure timely progression of deliverables.
• Provide executive-level support to other team members, as required.
• Manage and coordinate special projects and strategic initiatives on behalf of the E.O. member(s).
• Provide coordination and execution support for events, internal and external collaborations, and cross-divisional initiatives.
• Support the strategic initiatives process by liaising with stream leads and directors to ensure timelines and deliverables are met.
• Support periodic strategic planning activities, including coordinating focus groups, liaising with PAC, and preparing partnership and presentation materials.
• Liaise directly with the Office of the Minister of Health, the Privy Council Office and the Prime Minister’s Office as required.
• Assist in maintaining and strengthening relationships with organizational partners and collaborators.

Benefits

• CCSA is committed to equity, diversity and inclusion in all aspects of our work.
• CCSA is dedicated to learning from and supporting people with lived or living experience of substance use and health.
• CCSA promotes the rights of all people with disabilities as outlined in the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005, and its related Integrated Accessibility Standards Regulation.
• CCSA will make appropriate accommodations on request.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree