Executive Assistant, Directors - 14 Month Contract

Ontario College Of Pharmacists Ordre des Pharmaciens de L Ontario•Toronto, ON

1d•CA$67,600 - CA$84,500•Hybrid

About The Position

The Executive Assistant is primarily responsible for assisting the General Counsel & Chief Privacy Officer and the Director of Conduct but will also function as a member of the overall executive support team, fulfilling tasks as needed. The Executive Assistant proactively manages calendars, workflow, meetings, and logistics, prepares agendas, and minutes, and serves as liaison to internal and external stakeholders, and coordinates and supports the work of the Board, select committees, and staff and working/advisory groups if and where required. Responsible for a wide range of complex and confidential legal, administrative, operational, and internal governance activities, conducts research, compiles background materials related to a variety of initiatives/issues. Tracks organizational timelines and deadlines to ensure the executives can effectively manage activities, resources, and work deliverables. Collaborates with other members of the executive support team to support and ensure Board and Executive priorities are met. The Executive Assistant must be able to respect confidentiality and professionally interact with employees, management, and the public.

Requirements

Excellent written, verbal, and interpersonal skills with a demonstrated ability to collaborate and build trust and relationships with staff across the organization, Board and committee members and the Executive Office.
Demonstrated professionalism, maturity, sound judgement, and high degree of sensitivity and discretion; ability to maintain the confidentiality of sensitive file material and information.
Excellent time management, organizational and anticipatory skills, with the ability to multi-task and manage multiple competing priorities and maintain composure while progressing toward desired outcomes.
Proven ability to organize, write, prepare, and proofread documents, take minutes and compile meeting notes for follow-up, drawing on organizational knowledge and understanding of the business to ensure completeness.
Commitment to continuous learning and quality improvement with a demonstrated ability to be creative and innovative, propose organizational/departmental efficiencies, and accept and incorporate feedback to continuously improve personal performance.
High degree of emotional intelligence.
Excellent analytical skills with attention to detail and problem-solving.
Diplomacy and tact when dealing with individuals internally, and externally on behalf of the College; proven ability to establish and maintain effective working relationships with all internal and external stakeholders.
Technologically savvy with the ability to leverage technological tools at an advanced level, to support administrative processes, including meetings, to enhance process efficiency and build reports as necessary; proficient with Microsoft Office Suite (Outlook, Word, PowerPoint, SharePoint, Excel, Power BI, MS Teams).
Results-oriented, with exceptional drive and initiative.
Meeting/event planning skills and ability to lead virtual and in-person meetings.
Aptitude to learn new skills and computer programs.
Progressive, forward thinking, flexible and adaptable.

Nice To Haves

Bachelor’s Degree in a related field such as business, policy, administration or equivalent.
5+ years’ professional experience, with prior experience as an Assistant, preferably as an Executive Assistant reporting to the C-suite, or equivalent combination of education and experience.

Responsibilities

Proactively manages Director calendars by coordinating schedules, prioritizing work, blocking work time, resolving conflicts, planning activities within the established timelines, and arranging for all relevant logistics (teleconference, videoconference, etc.) and relevant material required for all meetings.
Proactively assists General Counsel with management of caseload logistics and deliverables.
Coordinates activities, including but not limited to supporting work of the Board and select committee staff and working/advisory group meetings, Executive Office correspondence, and preparing and organizing presentations and other material as required.
Coordinates internal and external meetings for all assigned Directors including checking availability of all meeting attendees, inviting meeting participants, booking facilities, catering, logistics, A/V requirements and web/teleconference arrangements. Compiling and distributing meeting materials, recording meeting discussions/actions, and drafting minutes for approval as required. This includes coordination and collection of briefing notes, memoranda, reports, presentations, and all other materials and ensuring posting in a timely manner.
Monitors and assesses the urgency of incoming and outgoing correspondence/ communications, primarily email inbox, phone, paper documentation; reviews content, checks deadlines and handles on recipient’s behalf where possible, and redirects to appropriate departments and escalates as necessary.
Prepares and reconciles expenses and invoices and follows up on any outstanding expense or invoice submissions.
Prepares travel schedules, books travel arrangements; prepares travel itineraries for meetings and conferences, including accommodations, compiles and prepares all relevant documents for the Executives as required.
Maintains documents, emails, meeting notes, correspondence, and other relevant information in the appropriate filing system in accordance with the College’s records management guidelines in a timely manner to facilitate retrieval of information as required.
Ensures Executive administrative procedures and processes are documented and consistently updated and reviewed for efficiencies and improvements.
Collaborates with other members of the Executive support team to ensure Board and Registrar/CEO priorities are met. Ensures coordination of vacation coverage and back-up.
Other reasonable duties as assigned.